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How do I create an Event - R.S.V.P.?

How to Create an Event

Also searched as: set up event registration, sell event tickets, add a community event, event management

You can create two types of events through your Admin Dashboard: simple calendar entries and more-robust Events. This article covers the more detailed Events feature, used for anything from single-day parties to intricate week-long retreats — including detailed schedules, ticket sales, sponsorships, payment options, and registrations.

For simple calendar entries, see the separate Calendar Quick Reference Guide or the Help Desk article on that topic.

Examples of events typically run through the Events feature:

  • Annual Party or Picnic Pitch-in
  • Community Festival
  • Coordinated Outing
  • Game Night
  • Multi-Day Events

 Step 1: Start a New Event

  1. Click the Events tab, listed under Features in the Admin Panel.
  2. Click the + New Event button to open the Event Setup window.
  3. Fill in the required event details: name, brief description, location, date, and time.
  4. Choose your audience: offer the event to the public, restrict it to members only, or limit it to specific groups within your membership.
  5. If you plan to sell tickets, you can set an early-bird special price and charge cancellation fees. You can also organize sponsorships to help offset community costs.

 Step 2: Set Ticket Pricing (if applicable)

If you chose to make tickets available for the event, you'll see a pricing window:

  • Enter a ticket price and the number of total seats to be sold, if applicable.
  • If the event is free to attend, enter "0" as the ticket price.

 Step 3: Set Up Ticket Packages (if applicable)

If you chose to make multiple ticket packages available for purchase:

  • Enter a package name and price for each package.
  • Optionally limit a package to certain members by assigning tags.
  • Optionally attach a custom form — for example, if the event requires a signed waiver to participate.

 Step 4: Add Multiple Event Activities (if applicable)

If you chose to sell tickets for more than one event activity:

  1. Click the Add link to add one or more new activities.
  2. For each activity, enter a name, time duration, number of available seats, and price. A description can also be included.
  3. As with packages, you can limit an activity to certain members and attach a custom form.

 Step 5: Add Sponsorships (if applicable)

If you chose to sell sponsorships for the event:

  • Include the sponsor name and the dollar amount donated, for your records.
  • Store the sponsor's logo if you plan to use it for marketing purposes.
  • Store notes about the sponsorship agreement for later reference.

 Step 6: Review and Finish

After saving the event, you'll see an overview of all its information, including item details for Packages, Activities, and Sponsorships.

  • To make additional changes, click Back to return to a previous screen, or go to the Events page, locate the event, click the three-dots menu in the Actions column, and choose Edit Event.
  • If your account is synced with QuickBooks Online, use the QuickBooks Account dropdown on the Event Information screen to designate an account other than your default (set on the Account > Settings page) to receive this event's registration payment data. Leave the dropdown unchanged if you don't want to override the default. Not all customers have access to QuickBooks integration — see the QuickBooks Integration section of the online help system for setup instructions.

 Displaying Events on Your Website

To display your Events on your website, include an Events-templated website page. This page shows each logged-in member a list of their event registrations as well as upcoming events, and includes a Search menu to find specific events.

For instructions on adding a templated page to your site, visit the Help Desk article on that topic.