Cancelation message: Be sure to send-out a short cancelation message to all workshop registrants.
To access the ‘Email Attendees’ tab, from the LibCal Home screen: click ‘Events’ in the top menu bar > click ‘UBC Vancouver Library Public Events’ in the ‘Calendar List’ > click the relevant workshop on the applicable day > click the blue ‘Manage Event’ button in the pop-up box > click the ‘Email Attendees’ tab.
Click the ‘Add Registered’ button to add workshop participants to the email.
In the ‘Subject’ header, include the following:
Cancelation notice
Workshop name
Workshop date
Example: ‘CANCELED: Introduction to Git and GitHub, 23 Sep 2021’
Include a short message in the body of the email.
Example: “Due to unforeseen circumstances, the ‘Introduction to Git and GitHub’ workshop on 23 Sep 2021 has been canceled. We apologize for the inconvenience.”
NOTE: If you will be rescheduling the workshop, include a note in the message, along with the date and a link to register.
Participants will have to re-register for the rescheduled workshop, as there does not appear to be an easy way in LibCal to upload registrants from the canceled event into the rescheduled event.
Click the ‘Send Email’ button when the email is complete.
Adding notice to workshop title: You may find it beneficial to add a notice to the workshop title in LibCal. This may provide more clarity for workshop registrants than removing the event from the calendar.
Example: ‘CANCELED: Introduction to Git and GitHub’
From the workshop ‘Calendar’ page, click the relevant workshop on the applicable date, click the ‘Modify Event’ button in the lower-right, add ‘CANCELED: ‘ to the ‘Event Title’ field, click the ‘Submit: Update Event!’ button at the bottom of the page.
NOTE: Ensure the ‘CANCELED: ‘ prefix in the title field is removed before duplicating an event.