Shipping Fees and Rules

When you mail out products — t-shirts, medals, race packs — the cost of shipping usually depends on where they’re going. Shipping rules let you charge the right fee for each destination, block destinations you can’t deliver to, and offer free shipping on larger orders. Set up your organization defaults once and every shipped product uses them automatically. Add product-specific rules only for exceptions — for example, a bulky item with its own courier costs, or a race-pack mailing service that’s only available domestically. A product’s own rules replace your defaults entirely for that product; the two are never merged, so what you see on the product is exactly what applies.

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How the fee is decided

When a participant’s basket contains a shipped product, checkout looks at their shipping address and applies the most specific rule that matches:

1. A rule for their state or province (for example, Alaska).
2. A rule for their country (for example, United States).
3. Your Everywhere else setting.

Each order pays one shipping fee, no matter how many shipped products it contains. If different products in the basket match different fees, the participant pays the highest matched fee once — fees are never added together. If any product in the basket can’t ship to the address, the whole order is blocked until the participant changes the address or removes that product. If you’ve set a free shipping threshold, orders whose product total is at or above that amount ship free — the fee is replaced by a Free shipping line in the participant’s order summary. Only products count toward the total; the race entry and other charges don’t. For example, with a $8 United States rule, a $18 Alaska and Hawaii rule, Everywhere else set to Doesn’t ship, and a $100 free shipping threshold:

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Setting your organization defaults

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Customizing shipping for a single product

A product’s own rules are a full replacement for your organization defaults, not an addition to them. Once a product is customized, changes to your organization defaults no longer affect it.

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Switching to free shipping clears your rules

What happens: if you’ve built destination rules and then switch to Ships free and save, those rules are cleared. You’re asked to confirm first, and canceling leaves everything as it was. Why: Ships free means every destination ships at no charge, so there are no per-destination fees left to keep. What to do: switching between the two options without saving keeps your rules, so you can look at both before committing. If you want them back after saving, you’ll need to re-enter them — so confirm only when you’re sure.

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You can’t save rules that ship nowhere

What happens: if a product’s rules list no destinations under Ships to and Everywhere else is set to Doesn’t ship, saving is refused — nothing would be deliverable, so nobody could have the product shipped to them. This applies whenever Ship to buyer is one of the product’s fulfillment methods, including a product that also offers Collect on race day. On your organization defaults the same setup is allowed, but you’re asked to confirm it first. It’s the one way to pause shipping across everything at once. Why: offering shipping on a product that ships nowhere is a dead end — participants who choose Ship to me would find no address that works. What to do: to stop shipping one product, remove Ship to buyer from its fulfillment methods, or click Reset to organization default — both stay available and neither is blocked. To ship to a limited list, add those destinations under Ships to and leave Everywhere else on Doesn’t ship. If you do pause shipping organization-wide, note that it affects more than the products relying on your defaults: an order can’t be completed at all once it contains one of those products set to be shipped, including any products in that order that have their own rules. Items set to Collect on race day aren’t affected. You’re warned about this before you save.

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Offering collection or delivery on the same product

You no longer need two copies of a product to offer both options. In the product’s Fulfillment section, select both Ship to buyer and Collect on race day. Participants adding the product are asked How would you like to receive this? and choose between Collect on race day and Ship to me. The shipping cost is shown next to the ship option before they decide.

• Choosing Ship to me adds the item to the shipping fee calculation, shows a Shipped badge on the item in their basket, and checkout collects a shipping address.
• Choosing Collect on race day means no shipping fee and no address for that item, with a Collect badge in the basket. If nothing in the basket ships, checkout never asks for an address at all.

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What participants see at checkout

Shipping appears as its own Shipping line in the order summary as soon as a shipped product is in the basket. The fee is estimated from the address the participant entered in their registration details, so they see a realistic total early — before they’ve confirmed a shipping address. If their address isn’t known yet, the line shows To be calculated instead of a number. If no shipping rules apply to the basket at all — neither your organization defaults nor the product’s own rules — there is no fee to work out, so the Shipping line doesn’t appear. Participants only see it once a rule actually governs what they’re buying. On the payment step, the participant confirms who the order ships to and the final fee is locked in. Changing the shipping address — for example, switching from their own address to Somewhere else — recalculates the fee immediately. If the destination isn’t supported, the participant sees a clear message — for example, This product ships to United States only. Choose a supported address or remove it. — and can’t pay until they choose a supported address or remove the product.

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Products that can’t share one address

Every shipped item in an order goes to a single address. If a participant combines products whose destinations don’t overlap — for example, one product that only ships within the United States and another that only ships to Canada — no address can satisfy both, and they’ll see: These products can't all be shipped to one address. Remove one to continue. What to tell the participant: they can buy the items in separate orders, or remove one of them.

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Shipping fees on later orders

Each order pays its own shipping fee. The original checkout, a later product purchase, and an edit to an existing booking are separate orders — when a later order adds a shipped product, it’s charged that destination’s fee in full, even though an earlier order already paid shipping. Shipping paid on earlier orders is never credited or refunded automatically; if a participant feels double-charged, customer service can help with a credit or partial refund. Orders that ship nothing new never charge shipping: editing an already-purchased product — for example, swapping a t-shirt size — doesn’t charge shipping again, and neither does an edit that only changes details.

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Changing the shipping address after booking

Once an order is placed, its shipping address is locked. If a participant edits their booking, the address they already gave is shown read-only, with the note This is the shipping address for your order. It can't be changed after booking. They can’t reroute the order to a new destination or move it to a different shipping fee. The one exception is a booking that never had a shipping address — for example, adding a shipped product to a booking that previously had nothing to ship. There is no address to lock, so the participant enters one for the first time and pays that destination’s shipping fee, just like a new order. The product appears in their basket straight away; the shipping fee is added once they’ve entered the address.

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Shipping fees in a different currency

Shipping fees are saved in your organization’s currency automatically — you don’t choose a currency when editing rules. At checkout, they only apply when the event is sold in that same currency. If the currencies don’t match, checkout doesn’t guess or convert: participants see Shipping is temporarily unavailable — please contact support. and can’t complete their order. This can happen in two ways:

• Your organization’s currency changed after the rules were saved. The Shipping rules page warns you — for example, These shipping fees are in USD, but your events use GBP. Re-saving the page stores the rules in your current currency. The amounts you entered are kept as-is, so check they still make sense in the new currency.
• An event sells in a different currency from your organization. Shipping rules can’t price shipped products for that event, so participants can’t buy them there while shipping rules are turned on.