Tips and tricks for event cancellation

(Originally published on March 14, 2020)

The latest events demand flexibility and rapid response times from event providers. We are happy to support you in the following blog post by showing you tips and possible alternative options so that your event can still take place.
‍

Option: E-learning

Do you also have the option of holding your course, events and seminars online?
Then send your participants the access data for the platform, e.g. alfaview, zoom, Microsoft Team or Skype or GoToMeeting. These platforms offer you the basic structure to temporarily join the group by means of an invitation link sent to you. This allows you to conduct scheduled lessons via online transmission.

To do this, enter the access data for each offer in one of the three available additional blocks. As soon as a text has been entered in the additional text block, you can use it in various system mail templates, such as the booking confirmation or the scheduled reminder mail, as well as in your own mail templates. Add the corresponding placeholder (##OfferConformationText1-3##) in the desired position so that the relevant information per offer from the additional text blocks is added to the email.

In addition to the access data, you can also insert and send links to teaching and course documents in PDF format in the additional text blocks.

Alternatively, you can also send the link to the online meeting using your own templates.

‍

Option: Reduce number of participants

In edoobox, you can offer private lessons by setting the maximum number of participants to one and specifying the free choice of modules. With the free module selection, you can offer your participants a range of different dates in one offer. This allows your customer to book one or more private lessons.

If you offer courses in small groups, you can use the same process as for an individual, taking into account and adjusting the minimum and maximum number of participants.

‍

Option: Participant rebooking

Do you have to cancel events and would like to offer an alternative date?
We will be happy to explain to you in just a few steps how you can keep a waiting list for an alternative date.

1. Copy the desired offer. By right-clicking on the original offer and selecting the "Copy offer" option.
2. Define the start date of the copied offer or set it to the future. All settings and offer descriptions have now been copied from this date, except for the participant.
3. Customize the name of the copied offer as desired.
4. Allow the waiting list function in the settings of the copied offer.
5. Now switch to the "Close" status in the replacement offer so that participants can only register on the waiting list.
6. The status of the original offer can now be closed and canceled. As soon as an offer is canceled, all participants are moved to the waiting list for the offer.
7. If the offer is canceled, you have the option of sending an e-mail to the participants. In this e-mail, you can enter the registration link for the replacement offer so that participants can book directly onto the waiting list.
8. If a course has been canceled or rebooked, the first invoice and the booking must be canceled for a refund of the invoice amount. You can do this by opening the desired booking of the original offer and first cancel the invoice, if available, and then the booking for each participant. You will find a detailed cancellation procedure in the next paragraph

Instructions for rebooking group participants
Instructions for rebooking individual participants

‍

Option: Cancellation of bookings

Would your participants like to cancel a booking or are you forced to cancel an event?

In the following paragraph we will show you in detail how you can cancel a booking.

1. How to cancel an offer is explained in the section "Participant rebooking".
2. Now go to the participant overview of the corresponding offer.
3. Open the booking details
4. If an invoice has already been created, it must first be canceled. To do this, you must open the invoice and select "Cancel".
5. The system has now created a cancellation invoice, which you can send to all participants at the same time via the function list.
6. Once the invoice has been canceled, booking cancellations can be made per participant

‍Instructions forcanceling/canceling group participants
Instructions for canceling/canceling individual participants

In addition to the manual booking cancellation via administrator, you can also allow your participants two different cancellation functions.

‍

Option: Refund the booking amount by means of a voucher

Refund your participants the booking amount already paid via voucher and send the voucher code directly from the edoobox.

You can create vouchers via a promotional campaign, whereby the validity period, validity range and amount etc. can be defined.

For each promotion campaign, you will receive a list of the generated codes, which you can now send to the participant.

Create your own email template that describes why the booking amount was refunded using the voucher and what the participants can redeem the voucher for. Please note that you place the generated placeholder from the newly created promotion campaign in one of the three additional text blocks according to the code listing and add the placeholder of the additional text block in the email. This will automatically add the voucher code for each participant.

You can use the function list to send your refund e-mail with voucher to the desired participant.

Our support

As usual, the support team will continue to be available to answer general and specific questions on all channels during working days.