What to do if your event has been cancelled

Steps to manage event cancellation and refund attendees smoothly

If you need to cancel an event on Zeffy, follow these steps to manage the process effectively:

Close Your Form

It is important to close your form once you are aware your event will no longer be taking place to ensure no new ticket sales are made.

- Go to "my forms" in your dashboard.
- Click on the three dots to the right of the form you want to close.
- Click on the option "close sales.”

❗It is important to be aware that closing your ticket sales does not prevent additional donations if you have enabled them on your event form. In order to close ticket sales AND donations you need to close your sales, and then archive your form. Scroll down to the last section of the article, 'Archiving Your Form' to see how!

Notifying Attendees

After you have closed sales you will want to let all your attendees know your event will no longer be taking place. You have the option to send a mass email to all attendees at once directly from your dashboard!

To draft the email, simply:

Toggle to your 'Contacts' tab and select 'Emails'
Select 'New Message'
Filter for your attendees by entering the name of the event form and selecting it, such as 'Donate to make a difference' as shown. Click 'Apply' to add the attendees as recipients.

4. Draft a clear and concise email informing attendees of the event cancellation. You might find it helpful to include details about the refund process, if you will be issuing any, and any other pertinent information you need to share!

Processing Refunds & Ticket Cancellations

You might want to issue refunds for the tickets that your donors have purchased. In order to do so please see the following instructions: Refund a sale and cancel tickets

This article provides detailed instructions on how to cancel a ticket, issue refunds, and process partial refunds in cases where donors may wish to keep a portion of their contribution despite the event cancellation.

Re-Organizing Your Forms View: Archiving Your Form

In the case that you know you will be rescheduling your event, or hosting it in the future with a similar design on the form you can simply archive your form instead of deleting it, which would mean you no longer have access to your form. Archiving allows you to keep it in your 'My Forms' section but won't be in your default view it'll be saved for later in the 'Archived' section!

You can archive or delete your form by going to "my forms." Click on the three little dots on the right to see the options to either archive or delete the form will appear.

📁 Archiving

Click "Archive" to close your donation campaign. By archiving your campaign, you will still have access to your data and will still be able to view your form. You will just not be able to receive donations on it anymore.

You can "unarchive" your form at any time. To view an archived form or to unarchive a form, filter for archived forms at the top of the "my forms" page.

**Please note that if you choose to delete your form completely, you no longer have access to the form in the "My Forms" section and that you can no longer sort by this form in the "My payments" section. We cannot reactivate a form once it has been deleted. However, the data on all donations will still be available in your dashboard.

Make sure to export all your donations for the campaign in the section "my payments" before doing so.