Organizer Guide

Protecting Participants

Once participants join your event, some fields become restricted. This ensures participants can sign up with confidence.

4 Event Phases

PhaseConditionEdit Restrictions
Open (No Participants)No participantsAll editable
Open (With Participants)1+ participants, 24h+ before eventKey fields restricted
Final PeriodWithin 24h or past deadlineAlmost all locked
EndedEvent endedOnly notes editable

Understanding Edit Status

Editable

Free to change

With Notice

Participants are notified

Locked

Cannot be changed

Field-by-Field Rules

FieldOpen (No Participants)Open (With Participants)Final PeriodEnded
SportEditableWith NoticeLockedLocked
Event TypeEditableWith NoticeLockedLocked
TitleEditableEditableEditableLocked
DescriptionEditableEditableEditableLocked
DateEditableLockedLockedLocked
Start TimeEditableLockedLockedLocked
End TimeEditableLockedLockedLocked
VenueEditableWith NoticeWith NoticeLocked
State / PrefectureEditableWith NoticeWith NoticeLocked
CityEditableWith NoticeWith NoticeLocked
Map URLEditableWith NoticeWith NoticeLocked
Weather Decision TimeEditableWith NoticeWith NoticeLocked
Rain or ShineEditableWith NoticeWith NoticeLocked
Minimum ParticipantsEditableWith NoticeWith NoticeLocked
Application DeadlineEditableWith NoticeLockedLocked
LevelEditableLockedLockedLocked
Capacity (Increase)EditableEditableEditableLocked
Capacity (Decrease)EditableWith NoticeLockedLocked
CategoryEditableWith NoticeWith NoticeLocked
CurrencyEditableLockedLockedLocked
Payment MethodEditableLockedLockedLocked
Fee (Increase)EditableEditableEditableLocked
Fee (Decrease)EditableLockedLockedLocked
NotesEditableEditableEditableEditable
CommunityEditableWith NoticeLockedLocked
ImagesEditableEditableEditableLocked
  • •Sport: Core element of the event
  • •Event Type: Match / Practice / Tournament, etc.
  • •Title: Can be edited anytime
  • •Description: Can be edited anytime
  • •Date: Most important for participants. Cannot be changed
  • •Start Time: Most important for participants. Cannot be changed
  • •End Time: Linked to start time
  • •Venue: Participants notified on change
  • •State / Prefecture: Participants notified on change
  • •City: Participants notified on change
  • •Map URL: Participants notified on change
  • •Weather Decision Time: When to decide if event proceeds
  • •Rain or Shine: Whether to hold regardless of weather
  • •Minimum Participants: Condition for event to proceed
  • •Application Deadline: Cannot be changed in final period
  • •Level: Cannot be changed as it affects participation decisions
  • •Capacity (Increase): Gives waitlisted participants a chance
  • •Capacity (Decrease): Cannot go below current participant count
  • •Category: Affects searchability
  • •Currency: Major impact on refund calculations
  • •Payment Method: Affects participation decisions
  • •Fee (Increase): Existing participants keep their original price
  • •Fee (Decrease): Protected for early registrants
  • •Notes: Editable even after event ends
  • •Community: Related community
  • •Images: Can be changed anytime

Organizer Tips

  • Before publishing, carefully confirm date, venue, and fee
  • If weather matters, describe rain contingency plans in detail for peace of mind
  • Adding contact info in the Notes field is convenient (editable even after event ends)
  • Choosing online payment (credit card) reduces no-shows, eliminates cash handling, and enables automatic refunds

Cancellation & Refund Policy

The cancellation deadline is whichever comes first: the registration deadline or 24 hours before the event. Cancellations before the deadline are free; after the deadline, 100% of the fee is charged. If an organizer cancels the event more than 3 hours before start, there is no cost. After payment is confirmed, the organizer bears 100% of the fee, and all participants receive a full refund.

TimingImpact on ParticipantsOrganizer Liability
3+ hours before eventNo costNo cost
Within 3 hours of event startNo cost13.6% service fee (may be waived) *
After event start (payment confirmed)Full refund (automatic)13.6% service fee

* Waiver condition: If an organizer has set a "minimum number of participants" for the event, and the minimum was met at the registration deadline or 24 hours before the event (whichever is earlier), but later dropped below the minimum due to participant cancellations, the organizer will not be charged any fees for cancellations made at least 3 hours before the event.

View full cancellation policy →
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