Creating an Event

Create events using GatherHub's guided wizard that walks you through each step from basic information to publishing.

Event Creation Wizard

The event creation wizard consists of three steps:

Basic - Event title, description, dates, and visibility
Location - Location type, venue, category and tags (optional, you can Skip it)
Review - Confirm details and create the event

Step 1: Basic Information

Event Title

Choose a clear, descriptive title that tells participants what the event is about.

Good examples:

"Digital Marketing Workshop 2024"
"Leadership Training for Managers"
"Annual Tech Conference"

Avoid:

"Event" (too generic)
"Workshop" (missing context)

Event Description

Write a compelling description that includes:

What participants will learn or experience
Who the event is for
Key highlights or speakers
What to expect

Formatting tip

Use the rich text editor to format your description with headings, bullet points, and links for better readability.

Event Dates

Field	Description
Start Date & Time	When the event begins (today or later)
End Date & Time	When the event ends (on or after the start)
Timezone	Automatically set to your organization's timezone. Change it later under Location

Event Visibility

Option	Description
Public	Listed in the event directory and on your organization page
Private	Not listed. You can set an access code in event details that people need to register
Unlisted	Not listed. Anyone with the link can open it

Recommendation

Every new event is saved as a draft, whatever the visibility. Nobody can register until you publish.

Event wizard step 1, Basic Information, with title, description, dates and visibility — Step 1: basic information.

Step 2: Location Settings

Location Type

Choose how participants will attend:

Type	Description
Physical	In-person event at a venue
Virtual	Online event with a meeting link
Hybrid	Both in-person and online options

If you skip this step, the event is saved as Physical with no venue.

Physical Events

For physical events, you need to specify a venue:

Option 1: Select from Library

Choose from venues saved in your organization
All venue details are automatically filled in

Option 2: Enter Custom Venue

Enter the Venue Name
Add the City and Country
Add the street address, postcode and map coordinates later under Location in the event menu

Virtual Events

For virtual events:

Select Virtual as the location type
Pick the Platform (Zoom, Google Meet, Microsoft Teams, Webex, Discord, YouTube Live, Twitch, StreamYard or Other)
Add the Meeting Link

Hybrid Events

For hybrid events, configure both:

Physical venue details for in-person attendees
Virtual meeting link for remote participants

Event wizard step 2, Location and Category, with location type, venue, city, country, category and tags — Step 2: location and category.

Step 3: Review and Create

Before creating your event, review:

Event title and description are accurate
Dates and times are correct
Location information is complete
Visibility is set appropriately

Click Create Event to proceed.

Event wizard step 3, Review and Create, with the event summary and a note that it will be saved as draft — Step 3: review, then Create Event.

After Creating Your Event

You land on Event Home. Its setup checklist shows what is left before you can publish.

Event Home with stats, the before-the-event checklist and the setup progress card — Event Home and its setup checklist.

The event menu groups your tools by phase:

Group	What you'll find
Build	Home, Details, Location, Media, SEO, Features, Ticket Types, Custom Fields, Sessions, Activities, Speakers
Grow	Marketing, Referrals, Blast Emails, Discount Codes, Sponsors
Sell	Orders, Left Checkout, Registration Approvals, Payment Approvals, Refund Requests, Earnings, Payment Settings
Run	On-site Check-In, Online QR Check-In, Gates, Participants, Crew Members, Polls, Q&A
Wrap	Certificates, Surveys, Reports

Some items only show once you turn the feature on under Features. In simple mode, less-used tools sit under More tools. Click Show all tools (advanced) at the bottom of the menu to list everything.

Publishing Your Event

To make your event visible to participants:

Ensure you've configured:
- At least one ticket type
- Custom fields, if you need extra participant information
- Payment settings (for paid events)
On Event Home, open the Publish step. It shows a preview of your event page. Click Publish Event
Share your event URL with potential attendees. Details also has the Event QR (PNG or SVG) for posters and slides

Preview mode banner with Edit Event and Publish Event above the event page preview — Preview, then Publish Event.

Event Details with the public event link and the Event QR with PNG and SVG downloads — The public link and Event QR, once published.

Before publishing

Published events can immediately receive registrations. Make sure all settings are configured correctly.

Event Properties Reference

Property	Required	Description
Title	Yes	Event name (max 255 characters)
Description	No	Rich text event details
Start Date	Yes	Event start date and time
End Date	Yes	Event end date and time
Location Type	No	Physical (default), Virtual, or Hybrid
Venue	No	Library venue or custom venue for Physical/Hybrid events
Meeting Link	No	Online link for Virtual/Hybrid events (must be a valid URL)
Max Participants	No	Overall capacity limit, set under Details. Registration stops when it's reached
Visibility	Yes	Public, Private or Unlisted
Status	Auto	Starts as Draft, becomes Published when you publish

Next Steps

After creating your event:

Configure event settings for advanced options
Set up ticket types for registration
Customize registration forms
Add sessions and activities for complex events
Invite crew members to help manage