Cancelling Large Events due to COVID-19

If you’ve had to cancel an imminent event due to COVID-19, you’ve likely already let attendees know the important information: that the event is no longer happening. Here’s some additional language for following up on how you plan to move forward instead, giving your members different options based on their own circumstances. You can see the text of the template below, or click the attachment at the bottom to download a Word version of the template. 

Dear [MEMBER],

As you know, [ORGANIZATION NAME] has cancelled [EVENT NAME] for the health and safety of our staff, members, and community. We were looking forward to (...share a detail about the event purpose and value). However, we are pushing forward and in the absence of our event planning and hosting, we are working hard to bring you all of the value you’re used to through other means until we can meet again. Some of those efforts include (...list any virtual events or resources you are providing in the meantime, legislative/policy efforts your organization is working on on behalf of your members specific to COVID-19, or other specific resources such as special online directories, forms and applications for relief, or government requirement evaluations that you are providing).

You have several options for the cost of your registration for [EVENT NAME]: 

1. Keep the payment amount as a credit on your account to use for future events, services, or dues renewal. Your registration will be cancelled, and the amount that has been paid towards the registration will be available and applied the next time you have an invoice with [ORGANIZATION NAME]
2. Donate the registration amount to our (... 501(c)(3) branch, foundation, relief fund - whatever opportunity your organization has for the member to contribute). If you would like to donate your registration payment, please contact [CONTACT INFO].
3. Request a refund of your registration. If you would like to request a refund, please contact [CONTACT INFO], and we will process this for you as soon as we can.

We miss you, and we’re looking forward to a time when we can connect in person again. If you have any questions or would like to see any specific resources in the coming months, don’t hesitate to contact us.

Be well,

[YOUR NAME/SIGNATURE]