You're about to do something incredible — bring people together through sport and connection. Whether you're hosting your first pickup game or building a thriving sports club, we've got your back every step of the way.
The basics
Either way, we've got you.
Club events
For the person who thinks "I wish there was a regular group for this near me" — and decides to build it.
Individual events
For the person who texts the group chat "anyone keen for a hit this weekend?"
Not sure which to choose?
Start with an Individual Event to test the waters and see how hosting feels. When you're ready to build a regular community with integrated payments, create a Club and start hosting Club Events.
Creating a club
Create your club and start attracting players.
01
Complete your host profile with a photo, bio, and what sports you're passionate about. A strong profile builds trust with potential players.
02
Tap "Create Club" in the app, choose your sport, and add a name, description, and cover photo that captures the vibe of your community.
03
Define the skill level, location area, and whether the club is public (anyone can join) or private (approval required).
04
Link your Stripe account to collect payments for club events. This is required before you can create paid club events.
05
Your club is live! Create your first club event and invite players to join your community.
Step by step
Individual event
Club event
Your first event
Here's how to create an event people will love.
01
Lock in your venue, check if you need permits, and make sure it's accessible for everyone. Regular host? Public liability insurance is a smart move to protect yourself.
02
Give your event a catchy title and description that captures the vibe and skill level. Be upfront with pricing, set a realistic player cap, and add photos that show the energy and fun.
03
Send a reminder 24 hours before with all the need-to-knows: where to meet, parking tips, what to bring, when to arrive, and your contact info for any last-minute Qs.
04
Get there with time to spare — set up, welcome players as they arrive, check everyone in, introduce newbies, run through any safety bits, and have a plan B for dodgy weather.
05
Thank everyone for showing up, ask for feedback, share photos or highlights (with permission!), and drop the details of your next event while everyone's still buzzing.
Money matters
Payment flow
01 — Players pay
Secure payment via Stripe when they register for your Club Event. Payment is processed immediately.
02 — Direct to you
Payment goes directly to your connected Stripe account. You have full control!
03 — Stripe processes
Stripe deducts the Stripe Fee and sends Harley the Service Fee automatically.
04 — Bank payout
Stripe transfers to your bank per your payout schedule.
Example calculation
Fees explained
Players pay a Service Fee on top of your event price, which goes to Harley. Stripe also charges a separate processing fee, deducted from your payout. See stripe.com/au/pricing for current Stripe rates.
Community building
Same day, same time, same place builds habit and community.
Post-game catch-ups, welcome traditions, and inside jokes create belonging.
Shout out regulars, celebrate milestones, and make people feel valued.
Invite co-hosts, let members suggest activities, and share the leadership.
Mix up formats, try new venues, and host social events alongside sports.
Remember
A club is more than just events — it's about belonging. Focus on connection, not just activity. Use club chat to share moments, ask for input, celebrate achievements, and create friendly competitions. Keep messages relevant, respond promptly, and encourage everyone to contribute.
Your role
As the captain of the ship, you'll lead with clarity, plan with excellence, and create safe, inclusive experiences.
Communicate purpose, rules, and expectations clearly. Respond promptly to questions and moderate fairly.
Provide accurate information, set realistic capacity, consider accessibility, and have backup plans ready.
Consider insurance needs, obtain necessary permits, ensure events are safe and legal, and protect participants.
Be consistent, reliable, and transparent. Your reputation is built on delivering what you promise.
Pro tip
Create a pre-event checklist and reuse it. It saves time and ensures nothing gets missed!
Problem solving
Smart solutions for everyday hosting challenges.
Welcome them warmly (traffic happens!), quickly catch them up, and slot them into the next round or game.
Adjust teams to balance skill levels, encourage stronger players to mentor others, and consider modified rules for mixed abilities.
Have a rain plan ready (move indoors, reschedule, or modify), communicate changes ASAP, and consider partial refunds if canceling.
Stay calm, assess the situation, use your first aid kit, know when to call for medical help, and document everything.
Important info
Understanding the rules around cancellations and credits helps you plan better and build trust with your community.
When you cancel
Heads up
Always communicate early! The sooner you let players know, the better.
Emergency cancellations
Sometimes things are completely out of your control:
Contact support with documentation.
Excessive or repeated cancellations may result in:
Build a track record of reliable hosting!
Protect yourself
Build a strong defense with verification, documentation, and communication.
Pro tip
Make it fun! "Quick team photo for the memories!" Photos serve as evidence while creating community moments.
Important
If a player reports a no-show, an investigation is opened and may result in you needing to issue Club Credits or refunds through your Stripe account.
Your best defense: Verified attendees + photos + communication records = strong protection against false reports.
Safety first
Before & during
Emergency response
Red flags to watch for
Participants pushing beyond limits, unsafe conditions developing, equipment failures, or signs of heat exhaustion or injury.
Safety first always
If conditions become unsafe, don't hesitate to cancel or modify. Your community will respect you for prioritizing their wellbeing.
Insurance & liability
Depending on your activity type and how often you host, you may need public liability insurance to protect yourself and your participants. This is especially important for regular hosts or higher-risk activities.
We strongly recommend speaking with an insurance broker about coverage options for sports event organizers. This protects you, your participants, and your community.
Remember
Create a safety checklist on your phone and tick it off 30 minutes before each event.
Excellence
Help everyone feel included from day one. First impressions create lasting connections.
Respond promptly, keep everyone informed, and over-communicate rather than under-communicate.
Arrive on time (or early!), bring necessary equipment, and be ready to create an amazing experience.
Address issues early, listen first, stay neutral, focus on behavior not personality, and involve support if needed.
Match your event to what you advertised. Accurate details build trust and prevent disappointment.
Recognize your community's wins, share advice with other hosts, ask for feedback, and continuously improve.
These standards make great hosts
Following these guidelines helps you build trust, create memorable experiences, and grow a community that keeps coming back. When you excel as a host, everyone wins!
Important
Without good reason or communication — it breaks trust and affects your account standing.
To your own events. Always show up or cancel properly with notice and communication.
Accurate skill level, location, and cost information is essential for trust and safety.
Be responsive to messages, questions, and concerns. Address issues promptly and professionally.
Consequences
These behaviors can lead to warnings, reduced visibility, or account suspension.
Don't exclude participants unfairly, play favorites, create events you're not prepared to deliver, or tolerate harassment or discriminatory behavior.
We're here to help
Remember: We're here to help you succeed, not to catch you out. When in doubt, reach out!
We're here
We're here to support you through mediation, guidance, and resources including templates, checklists, and best practices.
Want to influence what we build next? Share your feedback through the app!
FAQs
The answers you're looking for
You're now part of a growing movement of players, organisers, and sports lovers who believe in the power of connection through sport. Whether you're here for casual games, competitive tournaments, or lifelong friendships, Harley is your platform to play more, connect more, and level up your game. Now get out there and play!
Questions? Feedback? Just want to say hi?
support@harleymeets.com
