Event staffing by Envisage AgencyCHANGES & CANCELLATIONS
What to do if your event moves, your staffing needs change or you need to cancel.
Email the office. Cancellation charges usually apply under the terms agreed for your booking; ask the team to confirm the amount in writing.
Include the booking reference, event dates and whether you are cancelling the whole booking or selected shifts. A request to cancel and the financial consequences are separate matters. Keep the written acknowledgement with your event records.
Link to this answer ↗Ask the team to review the new date before assuming your existing team or price can transfer.
Send the original and proposed dates, location and working hours. Ask for written confirmation of availability, any revised cost and how the original booking will be treated. Moving an event should not be assumed to remove cancellation charges.
Link to this answer ↗Send the revised headcount and affected shifts as soon as possible. Changes depend on availability and the agreed booking terms.
Explain which duties have changed. Fewer visitors may not mean fewer positions to cover: registration, stand welcome and breaks may still happen at the same time. Ask for the revised scope and total before treating the change as agreed.
Link to this answer ↗Contact the booking team to agree a change to the shift and any cost before it happens. Do not assume early release reduces the invoice.
Give the new finish time and who can approve extra hours. Staff may have onward travel or another commitment, so an extension needs agreement. Record the actual hours and the authorised change for a clear post-event reconciliation.
Link to this answer ↗Tell the team what has changed and ask how your booking can be adjusted. The applicable terms determine any charges.
Confirm whether the event is cancelled, delayed, moved indoors or continuing with different duties. Share the organiser’s instructions and revised reporting point. Avoid asking staff to improvise work outside the agreed role or safe operating arrangements.
Link to this answer ↗Send your question and booking reference, if you have one. We’ll help you clarify the arrangements.
Ask the team ↗Reviewed 31 October 2026. Practical guidance and brief policy summaries; your agreed booking terms and written confirmation determine the arrangements. Sources: Envisage booking FAQs.
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