How can you handle refunds for cancelled events due to force majeure?

I’ve Been Forced to Cancel an Event Due to Coronavirus. If you are unsure how a force majeure clause applies to your obligations following a cancelled event, you should seek legal advice.

In addition to the valuable insights presented in this article, it's worth mentioning that a well-drafted contract should not only include a force majeure clause but should also provide clarity on the specific circumstances that qualify as force majeure events. For instance, the contract could list examples such as natural disasters, acts of terrorism, or government-imposed restrictions. Moreover, while reviewing contracts with venues, speakers, sponsors, and attendees, event professionals should also ensure that they have considered the indemnification and liability clauses. Understanding these provisions can help in assessing potential financial risks and responsibilities in the event of a cancellation.

To supplement the insights in this section, it's vital to highlight the significance of maintaining a central information hub on your website or app where attendees can easily access all relevant updates, FAQs, and contact information. Additionally, a well-structured email communication strategy can include segmented messaging, addressing sponsors differently from attendees, for example, to cater to their unique needs. Furthermore, utilizing email automation tools can streamline the dissemination of information and provide timely updates. Lastly, fostering a robust social media presence that actively engages with attendees' questions and concerns can not only convey transparency but also demonstrate genuine care for the event's community.

Event professionals should also consider providing a dedicated platform or portal where stakeholders can easily select their preferred option and initiate the process. Streamlining the selection and request process can significantly reduce administrative burdens and enhance the user experience for attendees, speakers, and sponsors. Moreover, for events with international reach, accounting for various local regulations and tax implications when offering alternatives, particularly refunds, is essential.

Also, consider utilising digital document management systems that allow for easy search and retrieval of records. These systems not only streamline record-keeping but also enhance data security and reduce the risk of loss or damage to physical documents. Moreover, when dealing with international events or attendees from various regions, be mindful of data protection regulations like the GDPR in Europe. Ensuring that you're compliant with such regulations while storing and managing personal data is crucial. Additionally, events may involve intellectual property rights, so safeguarding trademarks, copyrights, and patents related to the event is another facet of documentation that event professionals should be vigilant about.