See the Website User Guide for how to cancel an event and please note the following COC Policies:
Setting up an event on the COC calendar is a commitment, and we expect you to take every reasonable step to ensure that an event you set up goes. Please follow these guidelines in the event that you can't (or don't want to) continue with an event:
When you first realize that you won't be able to complete one of your events, try to find an alternative: - If the weather is bad in one area, perhaps another area is nice - can you do an alternate activity or choose an alternate location? - E-mail the event attendees to advise them of the situation and ask if one of them would be willing to take over the event - give them the opportunity to go anyway even if you won't be doing the event yourself.
If you have an emergency and cannot take the time to try to arrange an alternate, notify Julie at email@example.com. They will step in to relieve you of these duties.
If there's no alternative but to cancel, use your "E-Mail" feature (under "Coordinate", "Future Events") to e-mail the attendees and let them know why the event is being cancelled then use the website to cancel it.
After one or two days, if you no longer want the cancelled event to show on the calendar, you can use the "Hide Event from Calendar" button, but do not do this sooner. People who are coming to the site will be confused at best and irritated/angry at worst if events simply disappear off our calendar without explanation. Note that cancelled events are automatically removed from our calendar after the date passes, so there's no need to remove it yourself unless you want to.
Note that cancelled events are automatically deleted from the database 90 days after their posted begin date. Until that time they will appear on the "Cancelled (Past)" list. If you want to save an event for future use, you should future-date it to ensure it is not deleted. If you have a "dud" event on the list, you can make it disappear by back-dating it (this will cause it to go to the "Cancelled (Past)" list and then eventually be deleted).