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HK Checklist for Event Organizers

If your organization does decide to cancel, postpone, or reschedule a Humanities Kansas-related event, here is a quick communication checklist to assist you in the process: 

  1. Notify Speakers: Event coordinators should first notify speaker(s)
  2. Notify Humanities Kansas: Send HK an email about event plans / changes to Abigail Kaup ( See email list above
  3. Notify Guests: Send a short email to all confirmed and invited guests letting them know of the change. If using Outlook, you could send it with a read receipt request, ensuring who has received the message. 
  4. Notify Media: Send a short email press release to the media of the cancellation. Some outlets have a form to fill out (like you do for inclement weather)
  5. Notify Public: Update your Facebook event, send a message to all confirmed attendees and make a public post on your organizations Facebook / Twitter / Social Media page. Please tag @humanitieskansas on Facebook and @humanitiesks on Twitter
  6. Other Items: Don't forget to update your website, marquees, or anything that is announcing the event. Consider changing your voice mail / office recording to reflect the event notice (and decrease the number of phone calls or uncertainty). It's also helpful to put a sign on the door on the day that your program would have taken place.

Please contact HK if you have questions or concerns.


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