Help for Event Organisers

What is an Event Organiser?

Event Organisers are trusted members who can create and manage events for a group. You can:

• Create new events
• Edit and manage events you've created
• Manage RSVPs and attendees
• Send emails to attendees
• Cancel events and notify attendees

Note: You cannot change group settings, manage members, or delete the group. Only Group Administrators have those permissions.

Accessing Your Dashboard

Navigate to your group page and click "Dashboard" in the group menu. As an Event Organiser, you'll see a simplified dashboard focused on event management. You can view your upcoming and past events, and access tools for each event.

Step-by-Step: Creating an Event

1. Navigate to Create Event: From your group page or dashboard, click "Create Event"
2. Event Title: Choose a clear, descriptive name
3. Description: Provide details about what will happen, what to bring, and any special instructions
4. Date & Time: Set the event date and start time (and end time if applicable)
5. Location: Select an existing location or create a new one
6. Capacity: Set a maximum number of attendees (optional - leave blank for unlimited)
7. Cost: Enter the cost per person if there's a fee (optional)
8. Event Image: Upload an image to make your event stand out
9. Links: Add ticket purchase links, menu links, or other relevant URLs
10. Publish: Click "Create Event" to publish

Recurring Events

For events that happen regularly (weekly meetups, monthly workshops, etc.), you can create a recurring event series. This automatically generates future instances based on your pattern (weekly, bi-weekly, monthly). You can manage the entire series from the event page.

Viewing RSVPs

From your dashboard or any event page, click "Manage RSVPs" to see all attendees. You'll see:

• Confirmed Attendees: Members who have RSVP'd
• Waiting List: Members waiting for a spot if the event is full
• Member Details: Names, contact information, and RSVP status

Manually Adding Members

If someone contacts you directly, you can manually add them to the RSVP list. Use the "Manually Add Member" dropdown in the Manage RSVPs page. Only members subscribed to your group will appear in this list.

Marking Payments

If your event has a cost, you can mark attendees as "Paid" in the RSVP management page. This helps you track who has paid and who still needs to.

Removing Attendees

If someone needs to be removed from the RSVP list, you can do so from the Manage RSVPs page. This will free up a spot for someone on the waiting list (if applicable).

Emailing Attendees

From the Manage RSVPs page, you can send emails to all attendees. This is useful for:

• Event reminders
• Last-minute changes or updates
• Important information (what to bring, parking details, etc.)
• Follow-up messages after the event

Enter a subject and message, then click "Send Email". All confirmed attendees will receive the email.

Editing Events

You can edit any event you've created. From the event page or your dashboard, click "Edit Event" to update details, change the date/time, modify capacity, or update any other information. Changes take effect immediately.

Duplicating Events

For recurring events or similar events, use the "Duplicate" feature. This creates a copy of the event with all the same details, which you can then edit for the new date. This saves time when planning regular meetups.

Cancelling Events

If you need to cancel an event, use the "Cancel & Notify" option. This will:

• Mark the event as cancelled
• Automatically email all RSVP'd attendees with a cancellation notice
• Remove the event from upcoming events lists

You can add a cancellation message that will be included in the email.

Deleting Events

You can delete events you've created from the event Tools menu. Warning: This permanently removes the event and all RSVP data. Use "Cancel" instead if you want to keep a record of the event.

Creating a Series

When creating an event, you can choose to make it recurring. Set the recurrence pattern (weekly, bi-weekly, monthly) and how many instances to create. The system will automatically generate future events based on your pattern.

Managing the Series

From any event in a recurring series, click "Manage Series" to see all instances. You can:

• View all instances in list or calendar format
• Edit individual instances (override series defaults)
• Cancel or delete specific instances
• Edit the entire series (affects all future instances)
• View RSVP counts for each instance
• Bulk operations (cancel/delete multiple instances)

✓ Provide Clear Details

Include all necessary information in your event description: what to bring, parking details, accessibility information, and what to expect.

✓ Set Realistic Capacities

If your venue or activity has limits, set a capacity. This helps you plan and ensures a good experience for attendees.

✓ Send Reminders

Send email reminders a day or two before the event. This reduces no-shows and helps attendees plan.

✓ Use Recurring Events for Regular Meetups

If you host weekly or monthly events, use the recurring event feature. It saves time and ensures consistency.

✓ Keep RSVPs Updated

Regularly check your RSVP lists and mark payments. This helps you stay organized and plan effectively.