Just T
Drama Llama
Posts: 6,145 
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Post by Just T on Jun 9, 2018 0:01:02 GMT
UGH. I have to cancel a work event, I don't know how to word it, and I am hoping that someone can help. 
It is an event we host twice a year, and it is usually pretty well attended. But, it is on Tuesday, the RSVP deadline was a few days ago, and we only have 2 people registered to attend. The event will be pretty stupid and pointless with only 2 people, so my boss and I decided to cancel it. I don't want to say that we canceled it because only 2 people were planning to attend, but I don't know what to say.
Oh, I should say, it's an event that is, I guess you could say emotionally charged, so I want to be sensitive to those 2 people who were planning to come. Also, we will be hosting the same event again in the fall, so I want to say that in the email, too.
Help!
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Post by jeremysgirl on Jun 9, 2018 0:04:00 GMT
Dear Ms. X,
I regret to inform you that due to factors not within our control, we will be cancelling X event. We will be rescheduling X event for this date.
I am sorry for the inconvenience and we look forward to seeing you in the future.
Thank you for your interest.
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Post by txdancermom on Jun 9, 2018 0:40:12 GMT
Or say due to unforseen circumstances we will have to cancel this year's event.
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Post by mikklynn on Jun 9, 2018 0:54:03 GMT
Do you think people would just show up, but didn't RSVP? Or, is there a lack of interest in the event at this time?
That would factor into my answer. I'd be more blunt if it was canceled because people couldn't be bothered to RSVP.
If it's a lack of interest, I'd say "due to circumstances beyond our control".
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Post by librarylady on Jun 9, 2018 0:57:27 GMT
I agree with saying "due to unforeseen circumstances" the event has been cancelled this year.
If there is any chance of trying again--you could say "postponed" and date to hold the event will
be announced later.
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Post by busy on Jun 9, 2018 0:59:01 GMT
I wouldn’t specify it was only two people, but I would say it’s due to low attendance. If you don’t give any reason, they’re going to ask.
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Post by katiekaty on Jun 9, 2018 0:59:36 GMT
Keep it simple, keep the emotions out of it. Do not use the word sorry. Do not use the word I. A combination of the above would be the best. Be sure to send it to everyone, not just those registered in case there would be last minute people wanting to register or planning to show at the door. Do not include names of those registered in advance. You can either make a personal phone call, without revealing details. You could include a phone call, but again plan not to reveal those out of your control circumstances/factors. Use the excuse it came from corporate or the all important vague "above". I have had to do this several times a vagueness is your friend if you do want the personal crap.
"To All Staff,
Due to circumstances and factors outside of our control, this year's Event(name) on (date and time) has been cancelled. The Event(name) will be rescheduling Event(name) for this (date), more details to follow.
Looking forward to seeing you in the future.
Regretfully,
Management (Names and tiles)"
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