Before You Get Started

Only group leaders and members who have specific posting permissions are able to post group events.

Here we'll give you a quick overview of adding a group event and below you'll find more details about creating even very complex events.

 

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Jump Start Instructions

To add a group event:

• Go to my groups > [group name] > events and click "Add event."
• Enter information such as event name, date, location, and description. You can create single, multi-day, and repeating events.
• Add a contact person for members to contact with questions and an event coordinator to help manage the event. 

NOTE: A contact person does not have to be a member of your group and is not granted any special event permissions. The information will only be visible to group members and is for informational purposes only (e.g., in case a member is late).  An event coordinator must be a member of your group and will be granted permission to edit/delete this event, manage RSVPs, and send announcements. Learn more about event coordinators here.

• Specify RSVP options and configure payment for attendance, if desired. Please note: BigTent charges a transaction fee of 4.9% + $0.49 for paid event items. See below for links to more resources about RSVP options. 
• Ask guests to bring items and set up restrictions and requirements, if desired.
• Set up tasks or volunteer shifts for attendees to sign up for, if desired.
• Add items for purchase, if desired.
• Specify additional event options such as guest list, sharing, and promotion.
• Save and create your event, or save and send a notification to members. Learn more about notifications here.

 

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Visual Aid

 

Can't see the video above? Click here to view it on YouTube: http://www.youtube.com/v/B2SC0HFl8Ks

 

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The Nitty Gritty

 

Where can I learn more about event payments?

Check out our guide to event payments here. You'll learn about our transaction fees, processing payments, and collecting disbursements. There's even a video that shows you a sample paid event.

 

About RSVP types, shifts/tasks, items to bring, items for purchase

To simply collect the names and party size of your event’s guests, check the box to collect RSVPs, leave the defaults in place and go to the next step.

However, you may have specific limits on your event (capacity, # guests per party), want to track different guest types, or want to require attendees to purchase an item or sign up for a volunteer shift.

 

To specify different types of guests (e.g., child, adult, senior):

• Check the box "Attendees must RSVP" and edit the default guest type and add additional types.
• Indicate the total number of places or tickets of this type available.
• Click “Show advanced options” to set additional requirements and limits for this type. For example, you could require one adult to be present in each party, and may limit each member to RSVP for two adults at max.

 

 To set RSVP limits and requirements for the whole event:

• Specify the maximum capacity of your event in the “Event capacity” box. This will limit the total number of RSVPs allowed. Members who try to RSVP after this limit is reached will see that the event is full.
• Click “Set advanced options” to specify minimum and maximum party sizes. For example,  limit each party to 5 people, regardless of the type (1 adult and 4 children or 3 adults and 2 children). Or require guests to come in parties of 3 or more. These restrictions are for the whole event, regardless of any limits on guest types (see above).

 

To collect sign-ups for items to bring:

• Check the box “Ask attendees to bring something,” click “Add an Item" and specify name and # of this item needed. 
• Click  “Show  advanced  options” to specify requirements or limits on this item (e.g., require each party to bring a baked  treat.)
• Click “Add” to add the item. 
• Set  limits  or  requirements  across  all  items, by clicking  click  “Set advanced options” Here you can require  each  party  to  bring  a  certain  #  of total  items  (e.g., 3 total items whether they’re  baked  treats,  appetizers,  or entrees).  Or you can limit the # of total items any party is able to bring.

 

To collect sign-ups for volunteer shifts:

• Check the “Attendees can sign up for tasks or shifts” box and click  “Add a Task."
• Specify the name of the task/ shift (hint: include details like the time shift begins/ ends) and the # of spots available. Click “Show advanced options” to specify requirements or limits on this task.
• Click “Add” to return to the event  screen. Add as many tasks as you'd like.
• Click “Set  advanced options” to require attendees to sign up for at least a certain number of shifts or to limit the number of total volunteer shifts available to each guest.

 

To allow guests to purchase items:

• Check the box “Guests can order items available for purchase” and click “Add an Item.”
• Enter the item's name and price. Please see this FAQ for information about BigTent's transaction fee and payment processing for event-related purchases. 
• Indicate the total # of items of this type available. Click “Show advanced options” to set additional requirements and limits for this type. For example, you could require each attendee to purchase at least 1 raffle ticket but no more than 20.

Group events vs. personal events

If you do not have permissions to post group events, you will not see the red "Add event" link. If you need to post a group event but you do not have permission, contact a group leader or administrator. You can always post an event to your Personal Calendar - personal events (events that you post to your Personal Calendar) are only visible to you, whereas group events are visible by other group members.

 

Where can I learn more about complex events?

If your event is shared with other groups, or if you have repeating events, we recommend checking out the FAQs in the "Advanced Event Settings" category.