Cancel an event

This guide shows you how to cancel a published event. It also covers what your registrants are told, and what to do about refunds.

Who can do this: Organization admins with event management permissions.

Before you start

Cancelling closes registration right away. MapleGather then emails everyone with an active registration, unless your organization has switched the cancellation email off.
You choose which notice goes out. Leave Custom message blank and registrants get MapleGather’s standard cancellation notice. It reaches everyone with an active registration, including people who opted out of your marketing email. If you write a custom message instead, it’s sent as marketing email. Registrants who opted out of your organization’s marketing email don’t get it, and it counts toward your organization’s monthly sending limit.
What can stop a custom message. If your organization has reached its monthly sending limit, the event is still cancelled but the registrants beyond the limit don’t get your message. If your postal address is removed after you confirm but before the message goes out, no notice is sent at all — the event stays cancelled, so tell your registrants another way. Your message is sent as plain text, with your line breaks kept.
A custom message needs your postal address. Marketing email must carry your organization’s postal address, so a custom message can’t be sent until it’s on file. The standard notice doesn’t need it.
Cancelling can’t be undone. Once you confirm, the event stays cancelled. Check you have the right event first.
Refunds aren’t issued automatically. Cancelling an event doesn’t refund anyone. If people paid, refund them yourself from the billing area — see Process a refund.
The dialog has no refund choice. It asks for a reason and an optional custom message, nothing else.

Steps

Open the event.
Select the ⋯ (overflow) menu at the top right of the event detail page.
Select Cancel event.
In the dialog, type why you’re cancelling in the Cancellation reason box. A reason is required — you can’t confirm without one.
(Optional) Type your own message for registrants in the Custom message box. Leave it blank to send the standard notice to everyone. The box’s hint reminds you that a custom message won’t reach registrants who opted out of your marketing email.
Select Confirm cancellation.

The event’s status changes to Cancelled and registration closes. Your reason is recorded with the cancellation. It isn’t shown back to you anywhere in MapleGather today, so keep your own note of it if you need one.

Undo a cancellation

This isn’t available yet. A cancelled event can’t be made published again, and the cancellation doesn’t show up anywhere you can reverse it. Treat Confirm cancellation as final.

If you cancel an event by mistake, set the event up again. Tell your registrants yourself, and assume the cancellation notice has already gone out.

Verify

You’ll know it worked when the event’s badge on the Events list changes to Cancelled. The event stops taking registrations.

If something goes wrong

You left the reason blank — a reason is required. Type one and try again.
The dialog says to add your postal address — you wrote a custom message and your organization has no postal address on file, so the event was not cancelled. Add the address in Settings → Organization and try again, or clear the Custom message box to cancel with the standard notice.
You don’t see the Cancel event option — the event may already be cancelled, or you may not have the required permission. Contact your organization owner if you need access.
You cancelled the wrong event — there is no undo today. Set the event up again and tell your registrants yourself, assuming the cancellation notice has already gone out. If anyone paid, refund them from the billing area — see Process a refund.