I am extremely sorry to inform you that our get-together party which was scheduled on (Some Date) has been canceled due to unavoidable circumstances. COVID-19 Layoff Letter Sample Template: (Text Version) [Company Name] [Street Address] [City, ST ZIP Code] [Date] Dear [employee name]. Organizations might be able to postpone an event to a later date, enter into contracts for a future event as a replacement for the cancelled one, or credit deposits towards one or more different or additional meetings. We’ve drafted the following sample force majeure language, which can be edited as needed for your event contracts: The performance of the Agreement by either party shall be subject to force majeure, including but not limited to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health threats as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies (including but not limited to the health threats of COVID-19, H1N1, or similar infectious diseases), curtailment of transportation facilities, or other similar occurrence beyond the control of the parties, where any of those factors, circumstances, situations, or conditions or similar ones prevent, dissuade, or unreasonably delay at least 25 percent of prospective Event attendees from appearing at the Hotel, or where any of them make it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Agreement. recommended by the CDC. In light of the arrival of COVID-19 in Utah and Gov. I regret to inform you that due to the COVID-19 (Coronavirus) pandemic, it has become necessary for the company to temporarily reduce its workforce. “My national association client’s annual conference —1,500 attendees from all over the U.S. — was scheduled for April 2020 in Las Vegas, and like so many of us, had to cancel due to COVID-19,” Kerry Kerr, senior director of global accounts for HelmsBriscoe, wrote to the PCMA Catalyst community. Are you trying to get out of your lease or otherwise breach and terminate a contract due to the Coronavirus (COVID-19) pandemic? As required by our contract, this notification is more than [X weeks] prior to the event. The COVID-19 pandemic, however, places event and conference organizers in a particularly tough predicament: whether to proceed with their event, cancel or postpone it. Further, many countries have suspended international travel, and many localities have asked that public transportation be used only for essential purposes. Organizations might choose to wait to cancel until closer to the event dates to determine whether the facts will support the standard required by the contract; though this can risk incurring escalated cancellation penalties if the force majeure clause ultimately does not apply. The document can be used on different instances for example when there is an error in the product or service or when you cant meet the clients expectations. Connect with fundraising participants for the live events and ask if they’d agree to hold the event online and fundraise digitally on behalf of your organization. “acts of God, strikes, and acts of terrorism”), while others provide a list of examples and/or include catch-all language (e.g. Amidst the widespread disruptions caused by the COVID-19 pandemic, nonprofit organizations must make difficult decisions on whether to cancel meetings, conferences, expos and other events. I feel very ashamed about saying this to you. Coronavirus (COVID-19) 7.31.2020 The impact of Coronavirus has been unlike anything our live event industry and the global community have ever experienced. Example 3: Moving your event online. Event cancellation email template for registrants Dear [registrant’s name], We feel that it is our responsibility to help flatten the coronavirus curve and keep you safe. Ideally, reach out within 24 hours of the event being canceled, as you’ll be competing with other exhibitors. HIMSS20 joins a handful of technology conferences that have announced plans to cancel or postpone their events in the wake of the COVID-19 outbreak, including Google … Employees that are showing any symptoms of illness are staying home. In considering a cancellation, to shield themselves from these often steep penalties, nonprofit organizations should look at whether the event can be cancelled under the contract’s force majeure provision. Under these contracts, it helps to show evidence of actual cancellations by prospective attendees due to COVID-19. In addition to contracts with event venues such as hotels and convention centers, there may be contracts with vendors of event-related services, such as providers of transportation, decoration, drayage, and audio-visual services. My understanding is that no additional payments are required. Nonprofit organizations therefore may not be able to rely on government action as triggering force majeure for events scheduled more than a month or two out. Decisions by nonprofit organization event sponsors on how to address all of these issues are made particularly challenging by the uncertainty regarding how long the virus’s threat will last and the length of government-mandated shelter-in-place orders, bans on mass gatherings, and social-distancing policies and recommendations. Most contracts require written notice of cancellation due to a force majeure event, sometimes within a set number of days from the occurrence of the force majeure event. Subject: Notification of Postponement. By now, you have likely heard news of school and business closings as well the canceling of social and community events to prevent further spread of the virus. You need to indicate where the event was supposed to take place, write the date, time and location. 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