Flyers gone, whispers rise, channels carry the demise. Venue hears, adjustments sing, attendees notified, wings take wing. Three steps dance, a graceful bow, event fades, future's vow.
Here are three actions an agent must take when canceling a reported formal marketing/sales event that was supposed to occur in 3 weeks, with the limitation of only having posted a flyer at the venue:
- Remove the flyer from the event venue: This is the most immediate action to prevent confusion and disappointment for any potential attendees who might see the flyer and plan to attend.
- Use the originally promoted channel(s) to communicate the cancellation: Even though only a flyer was used, try to find out if any potential attendees were informed through emails, social media posts, or any other previously used channels. Use those same channels to announce the event cancellation as soon as possible, explaining the reason and apologizing for any inconvenience.
- Notify event venue management: Inform the venue management about the cancellation, especially if any arrangements were made or fees paid regarding setup, catering, or equipment. This ensures good communication and potentially allows for any necessary adjustments or potential future venue bookings.
While additional actions might be recommended depending on the event's scale and potential impact, these three actions are crucial in minimizing inconvenience and maintaining professional communication in such a situation.
Additional actions to consider:
- Reach out to registered attendees or those who expressed interest directly through phone calls or emails.
- Offer apologies and alternative solutions, like rescheduling the event or providing resources related to the event's topic.
- Update any online listings or calendars where the event was advertised.
I hope this clarifies the key actions an agent needs to take under these circumstances. Remember, clear and timely communication is paramount to avoid disappointment and maintain professional relationships.