When events are delayed or postponed, it is important to communicate this to the people who are already registered, as well as those who may have been invited. This can be done by creating and sending ad hoc emails.
Emailing people who have already registered
To contact people who have already registered, send an hoc email to registration contacts (if using groups) and/or attendees. First, create a new ad hoc email containing the information you want to provide to attendees. Take the following steps to send the email:
Go to Communications > Ad Hoc
Enter a sender address at the top
Select the ad hoc email to be sent
On the search page, click “Edit” for “Which type of people”
Select both “Registration contacts” and “Attendees”, then click ‘Continue’
(Optional) Adjust the number of results per page at the bottom to exceed the current number of registrations (to get all people on one page)
Click “Search”
Select the “All” link in the top right to select all people returned
Click “Proceed” at the top
Click “Proceed” to send the email
Note: You may also want to include “cancelled” attendees in your search above as the cancelled person may be able to attend based on the new event date.
Emailing invitees who have not yet registered
To contact people who have been invited but not yet registered, send an ad hoc email using the following search options:
Go to Communications > Ad Hoc
Enter a sender address at the top
Select the ad hoc email to be sent
On the search page, click “Edit” for “Which type of people”
Select “People in the invitation list” at the top
Select the “Invited” status at the bottom, then click ‘Continue’
(Optional) Adjust the number of results per page at the bottom to exceed the current number of registrations (to get all people on one page)
Click “Search”
Select the “All” link in the top right to select all people returned
Click “Proceed” at the top
Click “Proceed” to send the email
Note: Event managers may also choose to email invitees who “Declined” in case they are able to attend based on the new event date.