Submitting a new event request after you've advertised an event isn't a good idea.

Let me explain a common scenario in event planning that trips people up: plans change, but how you handle the change matters as much as the change itself. When a schedule shifts, a well-communicated, coordinated response keeps everyone in the loop and the event moving smoothly. Now, think about this little quiz-style question you might run into on a topic like UHC Events Basics:

Which statement isn’t the right move when you’re scheduling or canceling an event?

• A. Send alerts about event schedule changes

• B. Submit a NEW event request form after you have advertised your event

• C. Update stakeholders about changes

• D. Provide timely follow-ups after schedule adjustments

The one that doesn’t fit is B: submitting a brand-new event request form after you’ve already advertised. Why? Let’s unpack it, and then we’ll look at what to do instead.

A quick glance at the four options

• A: Sending alerts about schedule changes. This is the core courtesy move. When something shifts, people deserve to know quickly. It reduces confusion and helps people adjust plans, commute times, and calendars.

• C: Updating stakeholders about changes. This goes beyond the public audience. Stakeholders—venue managers, sponsors, team leads, volunteers—need to be kept in the loop so they can reallocate resources, adjust shifts, or re-confirm responsibilities.

• D: Providing timely follow-ups after schedule adjustments. The initial notice is just the start. Following up confirms receipt, answers lingering questions, and reinforces trust that the team has things under control.

• B: Submitting a NEW event request form after you have advertised. This creates a second, competing source of information. It can lead to duplicate records, conflicting details, and people receiving mixed messages. It’s the kind of move that wastes time and sparks miscommunication.

Why B is a misstep in practical terms

• Duplication and confusion: Imagine some people see the original posting with updated times, while others get an entirely new form with slightly different details. Which one is “the truth”? In most systems, there should be one living record that everyone checks first.

• Broken records: A new form after advertising interrupts a clean trail of changes. If you’re using a calendar invite, a project board, or a venue management system, a separate form can leave notes out of sync with the actual event details.

• Slower reaction times: People rely on alerts tied to a single source of truth. When you create a new item instead of changing the existing one, those alerts and updates don’t land where they should. People may miss critical changes simply because they didn’t notice the new form.

• Increased workload: More forms mean more things to review, compare, and approve. It’s a drag on efficiency and can cause more delays—not what you want when plans shift, even a little.

What to do instead: a clean, reliable approach

• Update the existing event record. If you’re using a calendar app (think Google Calendar or Outlook) or a ticketing system (like Eventbrite for public events), update the current entry rather than creating a new one. This preserves the history and keeps the facts in one place.

• Communicate to participants with alerts. A short email, a push notification, or a message in your team chat (Slack, Teams) can reach everyone who’s affected. The goal is quick, clear, and actionable information—time changes, location tweaks, or any important notes.

• Keep stakeholders in the loop with a quick briefing. Who needs to know beyond the general public? Venue staff, sponsors, security, and logistics volunteers all benefit from a concise update that outlines what changed and what’s expected next.

• Follow up in a timely, friendly way. After the initial notice, check in to confirm receipt and answer questions. A little follow-through goes a long way toward smoothing nerves and keeping energy up for the event.

A practical playbook you can use tomorrow

When plans shift, try this sequence:

1. Make the change in the single source of truth. Whether it’s the event management tool, the shared calendar, or the master plan document, update it there first.

2. Send a concise alert to all affected parties. Include what changed, why it changed, and what the next steps are. Keep it short—people skim too during busy days.

3. Notify stakeholders with context. A brief note that covers impact, resource implications, and a point of contact helps everyone stay aligned.

4. Do a quick follow-up a few hours or a day later. Confirm that people have seen the update, and address any lingering questions.

5. Capture lessons for the future. If there’s a recurring lesson (like “weather delays take extra planning time”), jot it down so the next event runs even smoother.

Practical tools that help you stay organized

• Calendar platforms: They’re the frontline for schedule visibility. Use color-coding to distinguish changes, approvals, and updates.

• Email and messaging apps: Short, direct messages work best for alerts. Add a clear subject line and a quick summary at the top.

• Project boards: Tools like Trello, Asana, or Monday can show status at a glance. A single card or task should be the authoritative record, with linked updates as changes occur.

• Event platforms: If your event is public, platforms like Eventbrite or Brown Paper Tickets can handle notices, RSVPs, and reminders in one place.

• Documentation: A lightweight change log on a shared drive or wiki helps you trace what happened and why. It’s not flashy, but it’s incredibly valuable when questions pop up later.

A real-world moment you can relate to

Picture a student club planning a charity fundraiser on campus. The venue shifts from a Friday evening to Saturday afternoon because a sports event runs long. The team updates the event record, sends a brief note to everyone who registered, and posts a quick update in the club’s chat channel. They also loop in the campus facilities manager to adjust the setup and lighting. A couple of volunteers respond with new time windows for their shifts, and the team sends a follow-up message confirming the updated schedule and what everyone should bring or wear.

If you’ve ever organized a group project or coordinated a meetup with friends, you know the drill. Small slippages in timing can cascade into “we’re not ready” moments. The good news is that with a single, clear process—update the main record, alert participants, inform stakeholders, and follow up—you reduce risk and keep the focus on delivering something people can rely on.

Common pitfalls to watch for (and how to dodge them)

• Silent changes: Don’t rely on memory or ad-hoc notes. If you don’t publish the change, someone will miss it. That’s just the nature of busy schedules.

• Mixed channels: If some folks are told via email and others only through a chat app, messages drift apart. Pick one primary channel for changes and supplement with others as needed.

• Overloading people with updates: Evergreen changes deserve concise notes, not a novella. Lead with what changed and why it matters, then add any relevant details.

• Not confirming receipt: It’s easy to assume “everyone saw it.” A quick acknowledgment from key recipients helps you know you’re in step.

The bottom line: keep it simple, keep it clear

When plans shift, the simplest path is usually the strongest. Treat the existing event record as the single source of truth. Communicate changes promptly to everyone who needs to know, and follow up to ensure people are on the same page. This approach minimizes confusion, preserves trust, and keeps your event moving forward with confidence.

If you’re planning more than one event, you’ll notice a pattern emerge. A consistent rhythm—update the record, alert the right people, confirm receipt, follow up—becomes almost instinctive. It’s not just about avoiding snafus; it’s about building a reputation for reliability. People come to rely on you to handle change gracefully, and that makes planning feel less like guesswork and more like a well-choreographed routine.

A final thought you can carry into your next planning session

Think of your event as a living thing that needs care as it grows. Changes happen; that’s life. What matters is how you respond: keep the information in one place, share it with those who need it, and check back to make sure everyone’s on the same page. Do that, and you’ll find that even surprising changes can be managed smoothly, with less stress and more confidence.

If you want to be the person who keeps everyone marching in time, start with the single, solid rule: update the existing plan when changes arise. It’s simple, it’s practical, and it works across student groups, campus clubs, and community events alike.