Event Organisers Advisory

Event Cancellation Advisory

The CoronaVirus (COVID-19) outbreak has a unique impact on promoters, event organisers, ticket sellers and entertainers as we all face a period of uncertainty in the coming days, weeks and months.

Event Management Strategy

The safety and well-being of those who share our events community and by extension, the communities we interact with, is paramount. Event Organisers & Promoters should consider that cancellations or postponements may be inevitable, particularly with venue closures and government directives on large social gatherings.

The order in which you manage your event advisory with your team and patrons should be thought through beforehand. After spending on marketing and promotion, the preferred outcome is to work towards a postponement, over a cancellation.

Preparing a statement for social media, event site pages etc. should be updated once you have your strategy concluded.

Venues & Suppliers

Firstly, contact venues to find out their business position on COVID-19. Policies may vary when it comes to refunds on deposits, full refunds, or offering replacement dates.

Ask to be included in venue correspondence to patrons, in case you need to follow up your ticket holders with further information regarding your event. Although, 'the light at the end of the tunnel', is unpredictable, securing a projected date could save you the hassle of sourcing a new venue when things go back on stream. Don't forget to ask the venue to mark your event cancelled or postponed on their website.

The same approach should be made with event suppliers, check if they are willing to work with you on postponement. Enquire about their policy on refunds or cancellations should this be the only option.

Ticket Management Strategy

Level Tickets have been instrumental in the preparation of statements as well as risk assessments with Event Organisers and Promoters. We encourage both established and upcoming event investors to use this unprecedented situation to develop best practises to manage the road ahead. Our Events and Ticket Strategist have identified the most critical component as communication.

In the move towards a successful event, it definitely helps to have event investors and booked entertainers involved in the process of effectively getting the details of new dates out to ticket holders and the public. Such challenges can confirm relationships with artists, audience base, your events team, ticket holders, suppliers and venues.

Ticket Holders

Connecting with your existing ticket holders via direct communication is paramount. Any released advisory statements should be concise. Both your decision and information about any steps they need to take should be clear. Whether you have decided to cancel or postpone your event, review public-facing communication to further confirm your position.

Highlight your intention to honour existing tickets for the rescheduled date. A link to or inclusion of refund policies and terms and conditions of ticket holders may need to be stated in follow-up correspondence.

Report any updates on event cancellations and postponements as soon as new relevant information becomes available. Depending on the size of your operation, it may be a good idea to have a dedicated email address where ticket holders' concerns can be actioned.

Events & Ticket Strategy Services

Event and tickets strategy should be in place long before doors open. Do you have one?

We always encourage preparation when it comes to event productions. If you need help developing your plan of action during this period or for your upcoming events, book our Level Tickets Events and Ticket Strategist for bespoke consultancy services, a FREE 30 minute session is now available.