Cutoff settings help prevent last-minute surprises. Sales cutoff controls when public registration closes. Refund cutoff controls when guest self-service cancellation can still receive an automatic refund.
Cancellation scope controls what you are cancelling: one registration, one event date, or the whole event series.
Sales Cutoff
Sales cutoff is measured in hours before the event starts.
Examples:
| Policy | Sales cutoff |
|---|---|
| Stop sales one day before | 24 hours |
| Stop sales two days before | 48 hours |
| Stop sales one week before | 168 hours |
| Sell until the event starts | 0 hours |
Use a longer cutoff when the team needs time to finalize staffing, food ordering, seating, printing, member verification, or prep lists.
Use a shorter cutoff when the event can safely accept last-minute registrations.
Refund Cutoff
Refund cutoff is also measured in hours before the event starts.
Guests outside the refund cutoff can cancel through their manage-registration link and receive the configured refund. Inside the refund cutoff, guests should be directed to contact the venue.
Common starting points:
- Classes: 48 or 72 hours
- Dinners: 72 hours or more
- Pickup parties: 24 or 48 hours
- Free RSVP events: whatever gives staff enough notice
Put the refund policy in the event description if guests need to see it before checkout.
Explain The Policy Clearly
Good guest-facing policy copy is direct:
Tickets are refundable until 72 hours before the event. Inside that window, please contact the venue and
we will do our best to help.
For free events:
If your plans change, please cancel from your confirmation email so we can release the space to another
guest.
Avoid vague wording like standard policy applies unless the standard policy is also linked or visible.
Cancel One Registration
Cancel a registration when one guest or group can no longer attend, but the event date is still happening.
Before cancelling:
- Confirm the guest name and event date.
- Confirm quantity.
- Decide whether the refund should be full, partial, or none according to policy.
- Add a note if staff need a record of the reason.
Cancellation emails should make the refund outcome clear to the guest.
Cancel One Event Date
Cancel one event date when a specific occurrence cannot happen.
Examples:
- Weather affects one vineyard tour date.
- A chef dinner date needs to be cancelled.
- A class instructor is unavailable for one session.
- A release weekend day is cancelled but the rest of the weekend continues.
Instance cancellation should notify affected registrants and cancel only that event date. Other dates in the series remain active.
Cancel The Whole Series
Cancel the series when the entire event program should end.
Examples:
- The program is cancelled completely.
- The venue is no longer offering the event.
- A recurring class series is being removed.
- The event was created incorrectly and should not continue.
Series cancellation affects scheduled and future event dates. Past completed dates should remain part of history.
Hiding Is Not Cancellation
Moving an event to hidden removes public access, but it does not cancel existing registrations.
Use hidden when you want to pause sales or pull the public page. Use cancellation when guests need their registration cancelled and, when applicable, refunded or notified.
For visibility details, see Publish, unlist, or hide an Event.