If you run events and training courses, there may come a time when you need to change dates. It may be because your trainer has taken ill. Or it may be because your event clashes with someone elses and you simply did not get the numbers. Whatever the reason for the change of date, as the event planner it means extra work for you.

1. Find alternative dates - it's good to have a range of possibilities.
2. Telephone your candidates / trainees. Explain why the change has had to be occur - be polite, offer to transfer them to the new date and if they can't transfer - offer a full refund. Depending on how many people you have to telephone, this could take some time.
3. Follow up with an email or letter. Again - explain why the change had to occur. Thank them for their understanding and offer to re-send a confirmation letter a little closer to the date. (As with all event planning confirmation letters are essential and should be part of your event planner schedule).
4. Change all dates on brochures, flyers and websites. For large events such as conferences and seminars a change of date can be devastating which is why you need to lock in the date well before any printing work is done.
5. If a lack of numbers was the primary reason for the postponement of the event, changing the date means you have extra time to advertise the event.
6. Process all / any refunds for the event and advise the attendees how their money will be returned to them.
7. Change all dates on internal databases, forms and course preparation sheets.

Whilst a change of date is a nuisance, it is not an insurmountable problem and as long as you follow set procedures and processes you will have the event re-planned and scheduled in no time.