I wasn't aware of the potential involvement of Russian Ministers until the Monday prior to the event (due to happen on Wednesday morning).
I was not aware of the reason for the event, other than by virtue of the name of it
"Capitalizing on Russian Growth" and the potential presence of a Russian TV channel crew.
Please see further detail below
The whole ordering process was very short timescale - they made the first enquiry on Thursday 13th February, I provided a first quote on Friday 14th and attended a site visit and meeting on Monday 17th
The initial written confirmation was given on Wednesday 26th Feb, followed by another email on Thursday 27th saying that they might want to cancel and asking me to hold off on booking/incurring any additional charges.
Re-confirmation was provided on Monday 3rd, at 1pm, verbally, at which point I moved forwards in confirming sub hires and labour bookings etc.
Final cancellation was then made by email at 6pm on Monday 3rd, and then again by email from the next client level in the chain at 1.30pm on the 4th March. These two emails (see below) referenced the 'situation in the Ukraine' and then explicitly the failure of these Ministers to confirm their attendance.
I am really sorry but I have just been advised by my clients that this event is now definitely cancelled due to the current economic situation in Ukraine.
Please can you instruct all of your staff and suppliers and let me have the cancellation charges in the morning.
I am sorry to be the bearer of bad news at this late stage. Please feel free to call me.
It is with great regret that I must advise the cancellation of this event under the terms of Force Majeure.
As you are aware, the crisis in Ukraine has deeply disrupted Russian relations with the West and has resulted in cancellation of travel by our primary speakers, who are officials from the Russian Government.
Given the speed of these developments, we are unable to take any remedial action and have no alternative but to cancel due to the third party state of war and civil commotion that has emerged.