If you need to postpone an event but don’t yet know the new date, Crowdcast makes it easy to keep your attendees informed while preserving your event setup and registration data. Follow the steps below to manage the postponement smoothly.
1. Notify Your Attendees
Because the new date isn’t confirmed yet, the most effective first step is to notify all registered attendees directly.
You can send an email:
From your own email platform, or
From within Crowdcast using the 'email attendees' under the event’s Options menu.
This ensures that everyone receives a clear, timely message explaining that the event has been postponed and that a new date will follow.
2. Archive the Event
Rather than canceling the event, we recommend archiving it.
Pauses the event and its activity
Hides it from public view and from registered attendees
Keeps all data - registration, chat, analytics, settings - fully intact
If a future event is archived, an email is automatically sent to attendees.
This gives you the space to finalize a new date without confusing attendees or losing any event configuration.
3. Unarchive and Update Once the New Date Is Ready
When you’ve confirmed the new date and time:
Unarchive the event
Update the scheduled date and time in your event settings
Crowdcast will automatically:
Notify all previously registered attendees
If updates are made to future events or sessions, unless the host has disabled notifications, an email will be sent to attendees that includes a new calendar update.
If the host edits the event after you've added it to your calendar, the calendar invite automatically updates.
If a future event is deleted/archived, attendees will receive an email notification.
Keep everyone’s registration active - no need for attendees to re-register
Why This Workflow Works
This approach:
Ensures clear communication with your audience
Preserves your registration list and event configuration
Prevents confusion caused by cancellation or forced re-registration
By archiving instead of canceling your event, you maintain continuity and make it easy for attendees to return when the new date is announced.
If you need help updating or managing your postponed event, feel free to reach out to our support team.
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