When an event associated with a sent mailing is cancelled, we understand that everyone may want to handle this a little bit differently. With that in mind, we have put together a Greenvelope "To-Do" list that is designed to provide helpful suggestions to communicate the cancellation of an event to your guests.
Handle a Cancelled Event
Close RSVPs: We suggest closing out your RSVP process to prevent any additional guests from replying for an event that is no longer occurring. The easiest way to do this is by setting a capacity that is less than the current number of attending guests. Here are directions on adjusting your RSVP capacity. After adjusting the capacity, a message will appear on the RSVP page that this event is no longer accepting RSVPs.
Communicate With All Guests: Once you have closed RSVPs, we suggest sending a group message to all attending guests to inform them of the cancellation. You may also want to include anyone that has not yet submitted an RSVP. You can find steps to send a group message via email here.
Alternatively, instead of a group email from your existing of event, you could send an entirely separate announcement to your guest list. View designs here.
NOTE: We recommend sending cancelled / postponed announcements without an envelope to ensure guests receive this pertinent information as easily as possible. Here are directions on turning off your envelope.
Add Cancellation Notice to Card Image and Top of Details Page: In case anyone opens an invitation that was already sent to them, it is a good idea to add some sort of notice to the card image and also the event summary at the top of the details page letting the guests know that the event has been cancelled. While this notice can be done in a variety of ways, we do suggest using something eye-catching; e.g. large red letters in bold.
Cancel Any Automated Reminders: If you have any RSVP or Event reminders scheduled to go out in the future, it is important that you cancel these to avoid any confusion. Here you will find information on setting up these reminders. In this scenario, you can click the little trash can next to your scheduled reminder in order to cancel.