For Hosts: Event Confirmation Deadline

The "Event Confirmation Deadline" is a payment deadline = a cancellation deadline. The Event Confirmation Deadline can be set for each experience. 

If the number of signups on the day of the Event Confirmation Deadline is more than the minimum number of participants set to carry out the experience, the event will be confirmed and the sales/payouts are guaranteed to the host. 

A cancellation deadline = the Event Confirmation Deadline is a date before which you must cancel a reservation to receive a full refund. 

Rules 

• An Event Confirmation Deadline = a payment deadline = a cancellation deadline
• The default setting for the Event Confirmation Deadline is "17:00 on the day 2 days prior to the event date".
• Currently*, the system allows you to set the deadline between "midnight on the day 30 days prior to the event" to "23:00 on the day before the event date"(*as of 4/2/2020). Within this range, a host can freely set a deadline that fits her/his own need.
• If the number of signups at the Event Confirmation Deadline is more than the minimum number of participants set to carry out the event, the event will be confirmed, and you can continue accepting reservations until the Reservation Deadline. 
• If the number of signups does not meet the minimum number by the deadline, the event will be automatically canceled.
• In case a guest cancels the reservation after the Event Confirmation Deadline, the guest will not get any refund, and the host will receive 100% of sales as a cancellation fee. 

Changing the Event Confirmation Deadlines for the Events Dates That Are Already Registered

For already registered event dates, the Event Confirmation Deadlines cannot be edited in the Basic Settings tab (Manage Experience > Select an Experience > Edit > Basic Settings).

There are two different ways to change the Event Confirmation Deadlines for already registered event dates—one is for moving forward the deadline, and the other is for postponing the deadline:

Pattern 1: Moving forward Event Confirmation Deadlines

You can't move Event Confirmation Deadlines forward for already registered event dates.

Example:

• A host registered an event at 13:00 on January 5th.
• In the Basic Settings tab, the Event Confirmation Deadline is set as "13:00 on the day 2 days prior to the event date". In this case,  the deadline is going to be 13:00 on January 3rd. 
• The host can't set the Event Confirmation Deadline for the event earlier than the one set in the Basic Settings, such as January 2nd (= 3 days prior to the event).

If you want to move the deadline forward, you first have to cancel the event, change the deadline from the Basic Settings ("Manage Experience" > Select an Experience > "Edit" > Select the "Basic Setting" tab), and re-register the event date. 

How to Change the Event Confirmation Deadline in the Basic Settings

1. Open your browser and log in to helloaini.com
2. Click on the icon for your account information (located in the upper right corner)
3. If you are accessing from your PC, select "Dashboard". If you are accessing from an app, you can skip this step.
4. Select "Manage Event"
5. Select the event you want to edit
6. Click "Edit"
7. Click on the "Basic Settings" tab
8. Select "Event Confirmation Deadline"

Pattern 2: Postponing Event Confirmation Deadlines

You can postpone the Event Confirmation Deadlines, including the ones for already registered event dates. 

There are two ways to postpone the Event Confirmation Deadlines:

1. Changing the Deadline for Each Event Date

1. Open your browser and log in to helloaini.com
2. Click on the icon for your account information (located in the upper right corner)
3. If you are accessing from your PC, select "Dashboard". If you are accessing from an app, you can skip this step.
4. Select "Host Menu"
5. Select "Event Calendar"
6. Click "Edit"
7. Click the "Basic Settings" tab
8. Select "Event Confirmation Deadline"

2. Changing the Deadline for Multiple Event Dates

If you want to postpone multiple deadlines, you have to

1. Cancel all the registered events.
2. Change the Event Confirmation Deadline* from the Basic Settings ("Manage Experience" > Select an Experience > "Edit" > Select the "Basic Setting" tab) and publish the new settings.
3. Re-register the event dates.

*Please read together: "For Host: Changing/Postponing an Event Confirmation Deadline for a Specific Date"(JP)

Related Articles:

• "For Hosts: How to Carry out an Event When Signups Did Not Reach the Minimum Number"