Very often things change, exhibitors can’t attend an event. Generally I’ll try my best to refund the exhibitors space, if I can, however it’s an event organiser’s worst nightmare when exhibitors drop out at the last minute leaving you with a great big space to fill, with nobody to fill it.
7pm – 39 hours till event start
DING – One new email
Exhibitor A: “Hey! I can’t make the event, sorry, can I have a refund?”
8pm – 38 hours till event start
Facebook updates, twitter updates – “Would anyone like to attend our event in TWO days?!”
9pm – 37 hours till event start
Emails and calls – “Hi there! Do you fancy attending our event in two days? Yes I know it’s soon, but… ok, thanks… bye!”
10pm – 36 hours till event start
“Any exhibitors want an extra table at a highly reduced rate? Too short of notice? I understand…”
11pm – 35 hours till event start
Exhibitor A: “I know it’s less than two days till the event, but I can’t come! I know it’s against your terms and conditions that I agreed to, but I want a refund!”
11pm – 8am 34 hours till event start
8am – 25 hours till event start
Exhibitor A: “You’re so unreasonable and arrogant. It’s so unfair. I know it’s only a day before the event, but it’s not my fault I can’t come. Why won’t you give me my money back for the work you have already done?!”
9am – 24 hours till event start
Gathering up materials needed, last minute printing, organising receipts, chalking up A-board
10am – 23 hours till event start
Facebook updates, Twitter updates – “Last minute space for our event TOMORROW… Any takers?!”
11am – 22 hours till event start
Early lunch. OMN NOM NOM
12 noon – 21 hours till event start
Calling venue, confirming any final details. Ask them to remove one table space and apologise.
1pm – 20 hours till event start
Organise and print new room layouts, invoices and receipts.
6pm – 15 hours till event start
Dinner. OMN NOM NOM
10pm – 11 hours till event start
Exhibitor B: “I’ll take the space!”
11pm – 10 hours till event start
Opening account for new exhibitor, printing invoices, reorganising room layout
12 midnight – 7am – 9 hours till event start
7am – 2 hours till event start
Load up the car
8am – 1 hour till event start
Driving to venue. Vroom!
9am – EVENT
Arrive at venue, organise table layout, put up banners and bunting.
DING – One new email
Exhibitor C: “Hey! I can’t make the event today, sorry, can I have a refund?”
Moral of the story, please don’t cancel your bookings with such short notice. It makes us event organisers very sad.