Making Changes to an Event

Some event details can be updated after creation, but once guests have started making bookings, changes are limited. This page explains what can and cannot be changed at each stage.

Editing Event Details

To edit the core event information:

From the event dashboard, click the three-dot menu and select Edit Event, or click the Event settings quick action card
The Edit Event drawer opens to the General tab
Update the fields as needed and save

What You Can Edit

Field	Before Bookings	After Bookings
Event name	✅	✅
Location	✅	❌ Locked
Start date and time	✅	✅ (with warnings)
End date and time	✅	✅ (with warnings)
Event managers	✅	✅

Event Managers

You can add or remove co-managers for your event at any time. Event managers can view and manage the event alongside the original creator. The event owner and your own account cannot be removed from the manager list.

Date Change Warnings

When you change event dates after invitations have been sent:

If bookings exist: A warning appears noting that group travel dates may be locked, since groups derive their default dates from the event
If invitations exist but no bookings: An informational note explains that changing event dates does not automatically update group travel dates

Changing event dates does not automatically update group arrive-by and leave-after dates. After changing event dates, review each group’s dates to make sure they still make sense.

Location Restrictions

Once any guest in the event has made a booking (flight, hotel, or ground transportation), the event location is locked and cannot be changed. This prevents creating mismatches between existing bookings and the event destination.

Editing Groups

To edit a group:

From the event dashboard group selector, choose a group and click Edit Group
Or go to event settings → Groups tab → click on the group

What You Can Edit

Setting	Before Bookings	After Bookings
Group name	✅	✅
Arrive by / Leave after dates	✅	❌ Locked
Travel toggle	✅	❌ Locked
Expense toggle	✅	❌ Locked
Travel policy selection	✅	✅
Expense policy selection	✅	✅
Hotel selection strategy	✅	✅ (future invites only)
Hotel stack rank order	✅	✅ (future invites only)
Booking cutoff date	✅	✅
Ground transportation toggle	✅	❌ Locked

Changes to hotel selection settings (strategy and stack rank order) apply to future invitations only. Guests who have already been invited retain their original hotel settings.

Booking Cutoff Date

The booking cutoff date can always be updated, even after bookings have been made. This is useful if you need to extend the deadline to give guests more time, or shorten it if availability is running out.

Editing Hotel Options

To manage hotel options:

From the event dashboard, click Configure hotels, or
Go to event settings → Hotels tab

What You Can Change

For direct book options:

Maximum price per night

For room block options:

Room block size
Check-in and check-out date ranges (can extend outward; cannot shorten if existing bookings would fall outside)
Rooming list cadence (Daily or Weekly)
Contact emails

Adding New Hotel Options

You can add new hotel options at any time. New options become available to groups that use custom stack ranking (after you add them to the group’s ranked list) or to groups using policy default selection.

Removing Hotel Options

You can remove hotel options at any time:

If the option has no reservations, it is fully removed
If the option has reservations, no new guests will be assigned to it, but existing reservations remain intact

Tips for Managing Changes

Review group dates after event date changes — Event date changes don’t cascade to groups automatically
Edits take effect immediately — Changes are saved right away, but existing bookings are not affected