Welcome to the Host Community!
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.
Getting Started
Your First Event: Let's Make It Happen 🚀
Hosting for the first time? We've got your back. Here's how to create an event people will love.
Nail the Logistics
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.
Make It Pop
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.
Keep Everyone in the Loop
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.
Arrive Early, Set the Tone
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.
Keep the Energy Going
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.
Your Role
Your Responsibilities as a Host
Being a host comes with real responsibility—but don't worry, you've got this! As the captain of the ship, you'll lead with clarity, plan with excellence, and create safe, inclusive experiences.
Lead Your Community
Communicate purpose, rules, and expectations clearly. Respond promptly to questions and moderate fairly.
Plan Excellent Events
Provide accurate information, set realistic capacity, consider accessibility, and have backup plans ready.
Meet Legal Requirements
Consider insurance needs, obtain necessary permits, ensure events are safe and legal, and protect participants.
Build Trust
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
Handling Common Situations Like a Pro
Smart solutions for everyday hosting challenges
Late Arrivals
Welcome them warmly (traffic happens!), quickly catch them up, and slot them into the next round or game.
Skill Mismatches
Adjust teams to balance skill levels, encourage stronger players to mentor others, and consider modified rules for mixed abilities.
Weather Changes
Have a rain plan ready (move indoors, reschedule, or modify), communicate changes ASAP, and consider partial refunds if canceling.
Minor Injuries
Stay calm, assess the situation, use your first aid kit, know when to call for medical help, and document everything.
Community Building
From First Event to Thriving Club
Keep messages relevant, respond promptly, and encourage everyone to contribute to the conversation.
Start with Consistency
Same day, same time, same place builds habit and community
Create Rituals
Post-game catch-ups, welcome traditions, and inside jokes create belonging
Recognize Members
Shout out regulars, celebrate milestones, and make people feel valued
Empower Others
Invite co-hosts, let members suggest activities, and share the leadership
Keep It Fresh
Mix up formats, try new venues, and host social events alongside sports
Important Info
Cancellations and No-Shows
Understanding the rules helps you plan better and build trust with your community
When You Cancel
- • Players get full credits immediately
- • You don't receive payment
- • Late cancellations (less than 24 hours) may affect your account standing
Always communicate early!
Emergency Cancellations
- • Natural disasters
- • Government orders
- • Medical emergencies
- • Events beyond your control
Contact support with documentation
Avoiding Cancellations
- • Set realistic minimums
- • Have backup plans
- • Build a co-host network
- • Communicate early if numbers look low
- • Consider rescheduling instead
Cancellation Monitoring
Excessive or repeated cancellations may result in:
- • Warnings
- • Reduced visibility
- • Account restrictions
Build a track record of reliable hosting!
Credits System
Understanding Credits
How credits work when events are cancelled
Harley Credits
- • Issued for cancelled individual events
- • Redeemable for any platform event
- • No expiration
- • Automatically applied to future bookings
Club Credits
- • Issued for cancelled club events
- • Redeemable only within the issuing club
- • No expiration
- • Automatically applied to future bookings
- • Convert to Harley Credits if club disbands
Protect Yourself
Protecting Yourself from False No-Show Reports
Build a strong defense with verification, documentation, and communication
Request Event Verification
- • Ask all participants to verify the event happened
- • More verifications than no-show reports strengthens your case
Take Photos as Evidence
- • Snap group photos during events
- • Capture activity in progress
- • Include venue landmarks
- • Save until payment is received
Keep Communication Records
- • Save messages about event details
- • Document changes or updates
- • Keep check-in confirmations
Always Show Up
- • Arrive on time (or early!)
- • Communicate immediately if running late
- • Cancel properly if you absolutely can't make it
Pro tip
Make it fun! "Quick team photo for the memories!" Photos serve as evidence while creating community moments.
Important
If even one player reports a no-show, your payment will be held during investigation.
Your best defense: Verified attendees + photos + communication records = strong protection against false reports.
Money Matters
How You Get Paid
Understanding the payment process from registration to payout
Players Pay
Secure payment via our payment processing partner when they register. No hidden fees!
Secure Hold
Harley holds funds safely until event completion. Protects everyone!
Event Verified
Event completes successfully and gets verified by participants.
You Get Paid!
Payment arrives in 3-7 business days. Cha-ching!
Processing Fees Explained
Our payment processing partner charges 3% or $0.50 AUD (whichever is greater) for secure payment processing.
Example Calculation
Note: Harley receives nothing from this transaction. The fee goes directly to our payment processing partner for payment processing.
Safety First
Making Safety Simple
Pre-Event Safety Checks
Inspect venue for hazards, check equipment, review weather, confirm first aid kit, and have emergency contacts ready.
During the Event
Start with safety reminders and warm-up, watch for struggling participants, encourage breaks, monitor conditions, and keep your phone charged.
Emergency Response
Stop play, stay calm, call 000 for serious injuries, provide first aid if qualified, don't move seriously injured people, and document everything.
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.
Important: Insurance & Liability
Harley does not provide insurance coverage or guarantee for hosts or participants.
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.
Excellence
Community Standards for Hosts
Be the host everyone loves
Welcome Newcomers Warmly
Help everyone feel included from day one. First impressions create lasting connections.
Communicate Clearly
Respond promptly, keep everyone informed, and over-communicate rather than under-communicate.
Show Up Prepared
Arrive on time (or early!), bring necessary equipment, and be ready to create an amazing experience.
Handle Conflicts with Empathy
Address issues early, listen first, stay neutral, focus on behavior not personality, and involve support if needed.
Keep Events True to Description
Match your event to what you advertised. Accurate details build trust and prevent disappointment.
Celebrate Achievements
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
Behaviors That Hurt Your Community
No Last-Minute Cancellations
Without good reason or communication—it breaks trust and affects your account standing
Never No-Show
To your own events. Always show up or cancel properly with notice and communication.
Don't Misrepresent Details
Accurate skill level, location, and cost information is essential for trust and safety.
Don't Ignore Safety or Complaints
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
Support and Resources
Need help? We're here to support you through mediation, guidance, and resources including templates, checklists, and best practices.
Questions? Feedback? Just want to say hi?
Email us at support@harleymeets.com
Want to influence what we build next? Share your feedback through the app!
In-App Support
Profile → Help & Support for tickets, guidance, and platform questions
Email Support
Reach us at support@harleymeets.com for personalized help
FAQs
Common Host Questions
Everything you need to know to succeed
Welcome to the Community
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?