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What are effective ways to negotiate rescheduling an event with clients?

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Rescheduling an event can be a stressful and challenging situation for both event planners and clients. Whether it is due to a pandemic, a natural disaster, or a personal emergency, you need to communicate effectively and negotiate fairly to find a new date that works for everyone. In this article, you will learn some effective ways to negotiate rescheduling an event with clients, such as:

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1 Assess the situation

Before you contact your clients, you need to assess the situation and understand the reasons and implications of rescheduling the event. How urgent is the need to reschedule? How flexible are the venues, vendors, and attendees? How much time and money will it cost to postpone the event? What are the legal and contractual obligations involved? By answering these questions, you will have a clear picture of the scope and impact of rescheduling the event, and you will be able to prepare a realistic and reasonable proposal for your clients.

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Staceyann Doria, CMP, CED, HMCC

Founder/CEO, The Event Narrative | Top 40 Under 40 Event Professional | Event Strategy Expert | Crafting Strategic, ROI-Driven Corporate and VIP Events | Expert in Event Design, Execution, and Brand Activation
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Before negotiating event rescheduling, assess the situation thoroughly. Talk to all involved parties to grasp the full scope and implications. Present the complete picture to the client, demonstrating your commitment to their event's success. Understanding the situation ensures productive discussions and helps find the best solution for all.

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Lola Vila

Founder & CEO | LOLA Events | Experta en Eventos Corporativos, Experienciales y Marketing | Formadora y Mentora | Especialista en Tecnología Digital, Metaverso y RA ??
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Si debemos reprogramar un evento, implica que el cliente solicitó cambios. Lo esencial es asegurarnos de que todas las partes del programa se ajusten al nuevo programa. Si hay cambio de fecha, evaluamos disponibilidad de nuestros colaboradores. Si la locación no sirve debido a más asistentes, buscamos soluciones y negociamos cualquier problema con depósitos realizados. Lo importante es trasladar confianza a nuestro cliente de que vamos a solucionar la situacion.

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2 Communicate proactively

The next step is to communicate proactively with your clients and inform them of the situation as soon as possible. Don't wait for them to reach out to you or hear the news from other sources. Be honest, transparent, and empathetic, and explain the reasons and options for rescheduling the event. Acknowledge their concerns and frustrations, and show that you are on their side and willing to work with them to find a solution. Use positive and constructive language, and avoid blaming or criticizing anyone. Keep the communication channels open and update your clients regularly on the progress and status of the rescheduling process.

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April Collins

Head of Events at iSpring Solutions | Leading Events with B2B Expertise
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When we need to reschedule an event, we understand that it can be inconvenient for our attendees. Therefore we always strive to make things right by offering a little something extra as a token of appreciation for your understanding. For example, we often provide extra passes for customers' colleagues to join or send along some useful and related materials at no additional cost.

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3 Offer alternatives

One of the most effective ways to negotiate rescheduling an event with clients is to offer them alternatives that suit their needs and preferences. For example, you can suggest different dates, locations, formats, or themes for the event, and highlight the benefits and advantages of each option. You can also provide incentives or discounts to encourage your clients to accept your proposal, such as waiving cancellation fees, upgrading services, or adding extra features. However, you should also be realistic and respectful of your clients' budget, timeline, and vision, and avoid pushing them to agree to something they are not comfortable with.

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4 Seek mutual agreement

The ultimate goal of negotiating rescheduling an event with clients is to seek a mutual agreement that satisfies both parties. To achieve this, you need to listen actively to your clients' feedback and concerns, and address them accordingly. You also need to be flexible and willing to compromise on some aspects of the event, such as the size, duration, or scope. However, you should also stand your ground on the issues that are important for you, such as your fees, availability, or quality standards. You should aim for a win-win outcome that preserves your relationship with your clients and ensures the success of the event.

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5 Confirm in writing

The final step is to confirm the new arrangements in writing and get your clients' approval. You should send them a revised contract or agreement that outlines the new terms and conditions of the event, such as the date, location, budget, services, and responsibilities. You should also include a clause that covers the possibility of further rescheduling or cancellation in case of unforeseen circumstances. You should ask your clients to sign and return the document as soon as possible, and keep a copy for your records. You should also notify the venues, vendors, and attendees of the changes and update your event plan accordingly.

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Lola Vila

Founder & CEO | LOLA Events | Experta en Eventos Corporativos, Experienciales y Marketing | Formadora y Mentora | Especialista en Tecnología Digital, Metaverso y RA ??
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Todo cuanto acuerdes con un cliente, hazlo siempre por escrito para no crear ningún tipo de confusion. La firma de un contrato de servicios es la mejor forma de dejar detallado cada detalle del evento.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Olivia H.

HR & Operations | Health Services Management | MPH
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Continuing with scheduled meetings, even if one person can't attend, is often preferable, especially for large gatherings. This approach is particularly crucial for time-sensitive meetings to ensure progress isn't delayed. It's essential to designate someone to take thorough notes during the meeting. These notes can help keep absent members informed and provide a reference for future discussions.

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What are effective ways to negotiate rescheduling an event with clients?

1

2

3

4

5

6

1 Assess the situation

2 Communicate proactively

3 Offer alternatives

4 Seek mutual agreement

5 Confirm in writing

6 Here’s what else to consider

Event Planning

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What are effective ways to negotiate rescheduling an event with clients?

1

2

3

4

5

6

1 Assess the situation

2 Communicate proactively

3 Offer alternatives

4 Seek mutual agreement

5 Confirm in writing

6 Here’s what else to consider

Event Planning

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