Who can do this: Owners and Managers. Where: Sidebar → Schedule → Events
The two kinds of event#
| Big Game | Tournament | |
|---|---|---|
| Who registers | Individuals and small groups | A captain, on behalf of a whole team |
| Priced | Per player | Per team |
| Capacity | Total player cap | Total team cap |
| Teams | Optional "factions" players pick when registering | Every registration is a team, with a fixed size |
Pick the type on the "Event Type" card when you create the event. It locks once anyone registers.
Detailed guides: Big Games · Tournaments
Creating an event#
- Go to Events and click "New Event".
- Fill in the cards (see the type-specific pages for the settings unique to each).
- Click "Save Draft" to keep working, or "Save & Publish" to open registration.
Cards common to both types#
"Basic Info" — "Event Name", "Description (optional)", "Banner Image (optional)".
"Date & Time" — "Start Date", "End Date", "Start Time", "End Time". Multi-day events are supported: set an end date later than the start date for a weekend scenario game.
"Play Areas" — tick every area the event occupies. If you have none configured you'll see "No active play areas configured. Add play areas in Inventory first."
"Pricing" — "Price per Player ($)" on a Big Game, or "Price per Team ($)" on a Tournament.
Draft vs. published — the important distinction#
A draft blocks nothing. It's not on your public page, it doesn't reserve play areas, and nobody can register. Use drafts freely to plan a season.
Publishing does three things:
- Opens the event's public registration page.
- Reserves every play area you selected for the whole event window — no other booking can take them.
- Runs a conflict check before it lets you publish.
The publish conflict check#
| Situation | What happens |
|---|---|
| Confirmed or checked-in bookings overlap a reserved area | Refused. "Cannot publish: confirmed bookings overlap this event window — {list}. Event saved as draft." |
| Another published event overlaps the same areas | Refused. "Cannot publish: other published events overlap this event window — "{name}" ({start} to {end}). Event saved as draft." |
| Pending, unpaid bookings overlap | Warning only. "Pending (unpaid) bookings overlap this event window. They may be displaced when customers pay." |
If publishing is refused, deal with the conflicting bookings first — move them, cancel them, or drop that area from the event — then publish again.
What locks after the first registration#
Once anyone has registered, the money and logistics fields freeze. The form says "Some fields are locked because registrations already exist." and each locked label carries a 🔒.
Locked: event type, start and end dates, start and end times, play areas, capacity, team size, alternates, price, gear tier, whether teams are enabled.
Still editable: name, description, banner image.
To change anything locked, you have to cancel the event, refund everyone, and create a new one. So get the date, time, price, and capacity right before you publish.
You also can't unpublish an event once people have registered: "Cannot unpublish an event with existing registrations. Cancel the event instead."
The events list#
Tabs: "Upcoming", "Past", "Drafts", "All".
Columns: Event, Date, Type, Areas, Registration, Status, Revenue.
Status values: "Draft", "Published", "Sold Out", "Past", "Cancelled".
The event detail page#
Click any event to open it. You get:
- Stat cards: "Revenue", "Registrants" or "Teams" (as
{n} / {capacity}), and "Capacity" with a fill bar and percentage. - The roster — a registrants table on a Big Game, a grid of team cards on a Tournament.
- A "Cancel Event" button.
Money and refunds#
- Events are paid in full up front. There's no deposit option on an event.
- $0 events skip payment entirely — useful for free scenario days where you just want waivers and a headcount.
- Refunds are manual. PBHQ never moves money back on its own. Cancelling an event tells you so directly: "{name}" cancelled. {n} booking(s) were cancelled. Refund customers manually via your payment processor.
- Discount codes work on events — scope them to "Events Only". See Discount codes.
Waivers and check-in#
Every registrant becomes a normal participant with their own waiver link, and their waiver email names the event (and their team, if there is one). On the day, they show up on your bookings list and check in exactly like any other player.
Cancelling an event#
Click "Cancel Event" and confirm. Every booking attached to it is cancelled and the play areas are released. Then go and refund people through Stripe or Square yourself.