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Events Help

Help Articles for the BAFTA Events Management System

How to Cancel an Event

This article explains how to formally cancel an event using the new cancellation workflow. Cancelling an event through this process ensures that all bookings are marked as cancelled, attendees are notified, and the event is clearly shown as cancelled in the admin interface and public event page.

Note: This process does not automatically issue refunds. Any refunds must be processed separately.

Why use the cancellation workflow?

Previously, cancelling an event involved deleting or hiding it and manually contacting bookers. This often caused confusion and extra admin work. The new workflow introduces a clear “Cancelled” status for events and ensures that key actions—like notifying attendees—are handled consistently.

Cancelling an event

To cancel an event, follow the steps below:

  1. Log in to the Admin side of BAFTA Events.
  2. Select Events from the header tabs.
  3. Navigate to the event you wish to cancel.
  4. From the left side of the Event, click on the Actions menu.
  5. Choose Cancel Event from the dropdown.
  6. Review the Confirmation Modal
    A modal window will appear with the following information:
    • The event name and ID.
    • A warning that this action is irreversible.
    • Details of what will happen when you proceed:
      • All existing bookings will be marked as cancelled.
      • An email will be sent to all bookers using the event/cancelled template.
      • Paid tickets will not be refunded.
    • A free-text box to enter a cancellation reason. This message will:
      • Be included in the cancellation email.
      • Be displayed on the public event page in place of the booking button.
      • Not be editable after submission.
  7. Fill in the Confirmation Box
    You must confirm that you understand the action is irreversible by filling in the “I am sure” box.
  8. Complete the Action
    Click Continue to proceed or Cancel to exit without making changes.

Once submitted, a confirmation message will appear confirming that the event has been cancelled.

What happens after cancellation?

Once the event has been cancelled:

  • All bookings are automatically marked as Cancelled.
  • Attendees receive a cancellation email with your message included.
  • The booking button is removed from the public event page.
  • Your cancellation message is shown in red on the public event page.
  • A red “Cancelled” tag appears on the event in the admin interface.
  • In the Events List:
    • The event row is highlighted in red.
    • “Event Cancelled” is displayed beneath the title.

Important: Refunds are not handled as part of this workflow and must be managed manually.
If you are unsure how to process a refund, please refer to the [Refunds guide] or contact the finance team.

Additional notes

  • The Cancel Event option is only available for events that have not already been cancelled.
  • If you need to edit or amend an event after it has been cancelled, you will need to duplicate the event and start again.
  • Waitlist and alert list (WL/AL) users will not be notified directly unless they had active bookings at the time of cancellation.

If you need further assistance, please contact the Events team or raise a ticket via the support portal.