I have to reschedule my event. What steps should I take?

If you’re rescheduling your event, you’re most likely in the midst of a confusing time.

You’re probably not sure if your original attendees will still be able to come.

Maybe you’re navigating how to switch to an online format.

You may not know when you’ll be able to set a new date just yet.

The future is uncertain, but we’ll help clear things up! With a few simple steps, Splash helps you quickly adapt to whatever change is thrown your way.

Here’s a checklist for you to run through in the event of a postponement.

Step 1: Reset

First up, head to your event page’s Settings tab.

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1. Change your event Date/Time

 

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  • If you’re throwing an RSVP event, update your event date to TBD or the new day and time.
  • If your event is ticketed, your date will be locked once tickets are sold. You can either duplicate the page to start fresh, or reach out to us and request a date change.

Pro Tip - If you’re duplicating your page and want to keep the same URL, check out how to do this here: Can I reuse a previous Splashthat domain for a new event? 

2. Revisit the Registration Status

If your new date is TBD, you may also want to close RSVPs/ticket sales until you’re ready to unveil the new day. You can open sales back up at any time.

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If you’re closing registration, be sure to uncheck “Activate Waitlist when RSVPs close,” too.

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3. Allow guests to update their RSVPs

For RSVP events, Splash offers a feature allowing guests to modify their original RSVP submissions. Check off this box as the first step for setting this up, and we’ll revisit this below. 

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4. Save those Settings changes in the upper right corner!

 

Step 2: Refresh

Head to your Event Page to adjust what your guests will see.

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If you’re using our dynamic date and venue elements, these will automatically adjust according to your Event Settings, so you only have to update them there.

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The rest of the text and other content on your page can be edited as desired. If you'd like to your guests to be hit with the date change announcement as soon as they visit the page, create a pop-up modal to appear on page load to make sure attendees see the announcement: How can I have a modal appear on page load for my guests to view?

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They’ll have to acknowledge and close out of this modal before viewing the full event page, so you can be extra sure they’re up to speed.

 

Step 3: Re-email

Now that your page is all set, you’re ready to notify your attendees of the changes.

You may want to send out different communication depending on who was originally attending, as your Guest List will likely change. We'll cover everything below!

Head to the Email Sender to begin.

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We recommend using an Invite template or one of your custom templates as a basis since you're starting over with a new date.

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Ticketed Event Email Communication

1. We highly recommend offering refunds in this communication.

Check out more on refunds in Splash here: How do I issue a refund?

2. Once you've customized the email to your liking, head to the Recipients Stage and select the Attending Quick List--this is a list of everyone who has purchased a ticket.

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3. The Awaiting Reply Quick List includes those you originally invited who did NOT purchase tickets. You can add them to this email, or you can create a separate campaign tailored to them, without refund info.

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4. Head to the final Review stage to send out this communication.

RSVP Event Communication

1. If you’d like to give those who originally registered as Attending or Not Attending the ability to re-register, first make sure you have the Allow guests to update their RSVPs option make checked off back in the Settings tab:

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2. Next, you’ll want to add in the Modify RSVP button, which is set up with a dynamic tag. When attendees click the button in this email, their previous registration info auto-populates and they can update it accordingly.

You can remove the regular RSVP button using the trash can icon.

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A few things to keep in mind here: 

  • Guests will only be able to modify RSVPs according to this dropdown, so we advise setting your new event date/time before encouraging them to modify. Screen_Recording_2020-04-15_at_04.50_PM.gif
  • A guest can only modify their RSVP if they originally RSVP’d. This means that you won’t want to send an email with the Modify RSVP tag to anyone with a status of Awaiting Reply or No Status. We’ll get to those guys later!

3. After the button has been added and you've finished making edits to the email, head to the Recipients stage. To email according to status, click the Quick Lists dropdown. Select the Attending and Not Attending statuses to target those who responded to the invite originally.

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5. Head to the final Review stage to send out this communication.

6. Now back to those who had not yet RSVPd for the original event date. We recommend sending out a separate email just for them. You can duplicate the same email you sent out to those who had RSVPd--just be sure remove the Modify RSVP button from this new email and add in a regular RSVP button.

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7. Using our Quick List functionality again, select everyone under the Awaiting Reply or No Status designations to send this email to.

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8. Review and Send! 

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