Canceling Your Event
A cancellation means the event will not happen until at least a full year from the original dates. A cancelled event may have been originally scheduled for June 2025 but will not be held until June 2026.
If you are cancelling your event, follow these steps to notify ZAPP and determine next steps:
📩 Email the ZAPP team at zapphelp@wearecreativewest.org with the following information:
The name of your event
The reason for your cancelation
Your plans for refunding applicants (e.g., application fees, booth fees, partial, full)
📣 Use the ZAPP Communication tool to notify your applicants.
CC the ZAPP team, zapphelp@wearecreativewest.org, on this email so we can send a copy to applicants who have started but not submitted applications to your event (if applicable).
📅 Change your Application Deadline to a past date, and update any other information on your Event Information page to indicate your event has been canceled.
ZAPP's Next Steps After the Cancelation Notice
Once ZAPP receives your cancelation notice, we will do the following:
Change your Event Status to Canceled in ZAPP. This will display publicly on your event URL.
Calculate revenue we are holding for you and the amount of any unpaid balance, if applicable.
Prepare and send an applicant refund spreadsheet for your review.
This will include a list of all eligible applicants, transactions, and amounts for ZAPP to refund. ZAPP will only refund applicants who paid by credit card or PayPal.
We will also include a deadline that all refunds will be processed by.
Once all refunds are processed by ZAPP, we will notify move all applicants to the Withdrawn status and archive your event.
Postponing Your Event
ZAPP defines a postponement as moving an event to new dates with the intention of holding the following year’s event as normal. For example, a postponed event might move their event from June to August in 2026 and intend to hold the event in the summer of 2027 as well.
If you are postponing your event, follow these steps:
📩 Email the ZAPP team at zapphelp@wearecreativewest.org with the following information:
The name of your event
The reason for your postponement
Your plans for refunding or crediting applicants (e.g., application fees, booth fees, partial, full)
📣 Use the ZAPP Communication tool to notify your applicants.
CC the ZAPP team, zapphelp@wearecreativewest.org, on this email so we can send a copy to applicants who have started but not submitted applications to your event (if applicable).
📅 Change important dates and information on your Event Information page and Application in the Event Editor.
