Notify all stakeholders immediately and share updated plans. Use digital tools like shared project boards to communicate changes and maintain transparency throughout the process.

To ensure smooth communication when a live event venue changes unexpectedly: Notify Key Stakeholders: Inform staff, vendors, and partners via email or messaging apps. Update Event Platforms: Change venue info on your website, registration page, and event app. Use Social Media: Post updates with the new venue details and instructions. Send Alerts: Email and SMS attendees with clear directions to the new venue. Provide Directions: Update signage and maps at both venues. Monitor and Respond: Track social media and direct messages, addressing concerns promptly.

Having a smooth event check-in is one of the most vital parts of a successful event. As part of your communication strategy, we recommend optimizing your check-in process ahead of time. This means assigning check-in duties to different staff members or volunteers. For our event, we create a rotation of groups that will manage the door for 30-minute time slots. During check-in, we make sure that one of our event hosts is always in contact with the team managing the door. This includes not only the check-in staff but also security staff as well.

Rectify what your next move is - Will you be outright canceling the event or there is another option? Notify your stakeholders which also includes the attendees: Put a solution forward, now that this happened, inform them, explain the situation, and also clarify what’s next.

When the venue has changed, you have to tackle communications from all avenues. Firstly consider all your stakeholders - who are these persons that need this vital update? Organise them in order of priority and clarify the message to be communicated. Then issue the message using multiple channels to safeguard yourself and ensure that every effort was made to update the stakeholders.