In today’s fast paced life, anything can happen at any given time; may it be civil unrest or a natural disaster, one can never predict. In such scenarios it is likely that a media event will definitely take a big hit with no-shows and cancellations. Know that it is perfectly acceptable to cancel your event; however, a change in plan such as postponement or cancellation may lead to confusions and even complete disasters. It is advisable for any PR pro to always have a contingency plan ready to be put into action if such a scenario occurs.
The name of the game remains the same – COMMUNICATE!!! Here’s how…
– If you do decide to cancel, email/text all invitees (speakers, sponsors, presenters, media partners, and everyone else involved in the event) immediately. Mark it as URGENT in the subject line to maximize readership of the message.
– Post daily updates on your website and Facebook/Twitter channels about what you’re doing to wind down the event.
– For your regular contacts, show the courtesy of calling them personally and informing them of the change in plans.
– Try and use other PR tools to salvage the news dissemination. Send the news out via emails and fax. Arrange for exclusive sound bytes with local press via phone/email/skype etc.
– Be available and accessible for invitees to be able to get in touch if needed.