The party is planned. The invitations are texted. You have your RSVP list. But then something suddenly comes up. We've all been there. Planning a party is fun, and having to cancel isn't ideal. But it happens to the best of us.
Don't fret. We can help you work out all the fine details so you're not overwhelmed. Folks understand that stuff happens. We'll help you manage.
How to Cancel a Party With Finesse
You probably feel bad about canceling the party because you know people are not only excited but they cleared their calendars to attend. But even with the best-laid plans, life sometimes gets in the way. Try our helpful tips to share the news.
Prepare What to Say
Be brief and to the point. No need to tell your entire life story or overshare. Whether it's personal and private, not enough guests confirmed, or something more important came up, a simple cancellation announcement helps avoid speculation and gossip.
Try sharing the news with something like, "I'm sorry to share that the party has been canceled. Thank you for understanding." Keep it simple.
Consider Your Tone
You probably talk to your friends differently than you do your business associates. So use a tone that works with your guest list — and with the reason you're canceling. For example, if the event is called off for family crises or other serious issues, make sure your tone reflects just that. If something minor suddenly came up, you can use a lighter tone.
Once you know what and how to share the news, do it as soon as possible. If time permits, cancel the event via email or regular mail.
If it's super last minute, use a phone call or text to everyone. Ask for a response so you know guests got the message. If they didn't, be sure to follow up.
Telling the truth is always the best option. You don't need to lie to explain canceling a party (or even offer an explanation). If the truth is difficult, however, say exactly that.
Let folks know that you are sad to cancel but you aren't ready to talk about the details. You might say, "I'm sorry — something important came up, and I have to cancel the party." You don't need to offer any more explanation than that unless you want to.
Being thankful — in advance of people's reaction — may help folks truly hear your tone. When you share that you are really bummed about canceling and then thank them for being understanding, you're sharing words from the heart. That's always a good idea. You might say, "I was so excited you agreed to come to my party, but I have to cancel it. Thanks for understanding. We'll talk soon."
Expect Probing Questions
If your guests are like us, they'll probably want more information because it's human nature to want to know things. Some may ask questions. It's perfectly okay to tell them you don't really want to talk about it. You might say, "Thanks for asking. I'm okay and safe, but I'm not comfortable talking about it. I appreciate that you care. Thanks for understanding."
If it's not a big deal, you can offer a short explanation, such as, "Thanks for asking. It turns out my work is sending me to New York on that day. I'll reschedule soon and hope you can come!"
Have Rescheduling Information Ready
If you've already rescheduled the party, let everyone know when and where it is and that you hope they'll be able to attend.
Deal With Practical Concerns
If it was a big shindig involving vendors, letting everyone know is only the first step. It's a pain to have to undo all the party prep, but you probably also don't want to be stuck with catering for 50 people. Make a list of the companies to contact, take a deep breath, and dive into these practicalities.
Inquire About Refunds & Cancellation Fees
Most vendors have cancellation clauses in their contracts. Some may provide an option to reschedule the event within a prescribed period. Review your contracts, then talk to each vendor about your situation and see what you can work out.
While the total loss may not be recoverable, getting back a portion of the investment is better than nothing.
Cancelled Home Parties
If you're like us, when you plan a party, you start to squirrel away things you'll need for decor, food, and entertainment. Try to return items you know you won't use if they're still in their original packaging (hopefully you've saved all the receipts). Sometimes, you can even return packaged or frozen food that you won't eat to the grocery store.
If there's stuff you won't use that you can't return, share it with friends and family or see if you can unload it at an online marketplace like FB Marketplace.
If you're left with too much food, consider donating to your local food pantry. Your party may be canceled, but the good energy you put into it can go to helping others.
Most folks will completely understand when you have to cancel a party. Whatever the reason you are canceling, trust your instincts and share the news in the way that works best for you. Plans change all the time, and people will understand.