Event Management
Event Settings
Configure your event settings to control how your event operates, from registration deadlines to check-in windows.
Accessing Event Settings
- Go to your Events dashboard
- Select the event you want to configure
- Click Details in the event menu
Details has these tabs: Basic Information, Category, Organizer, Capacity, Early Bird, Registration and Refund Policy. Each tab has its own save button.
General Settings
Event Information
| Setting | Tab | Description |
|---|---|---|
| Event Title | Basic Information | Event name displayed to participants |
| Slug | Basic Information | URL-friendly identifier (auto-generated, can be customized) |
| Description | Basic Information | Rich text event details |
| Event Category and Tags | Category | Help people discover your event |
| Organizer Name, Organization, Organizer Bio, Contact Email, Contact Phone, Website | Organizer | Who is running the event, shown on the event page |
Event Dates
| Setting | Description |
|---|---|
| Start Date & Time | When the event begins |
| End Date & Time | When the event ends |
| Timezone | Event timezone for scheduling. Set it under Location |
Multi-day events
For events spanning multiple days, set the start date to the first day and end date to the last day. Use sessions to organize each day's schedule.
Registration Settings
Registration Window
There are no separate open and close dates. Registration is open once the event is published, and closes when the event ends.
Default behavior
Use ticket capacity to stop sales early. A ticket type that reaches its capacity shows as Sold Out.
Capacity Settings
| Setting | Where | Description |
|---|---|---|
| Max Participants | Basic Information | Overall event capacity. Self-registration stops when it's reached. Leave blank for unlimited |
| Per-Date Capacity | Capacity | Cap registrations for each day of a multi-day event. Leave blank for unlimited |
| Waitlist | Capacity | Turn on a waitlist for a date |
Registration Options
| Option | Where | Description |
|---|---|---|
| Require organiser approval | Ticket Types | Registrations for that ticket land as pending until you approve them |
| Enable Early Bird Pricing | Early Bird | Use each ticket's early bird price until the Early Bird Deadline |
| Refund Policy | Refund Policy | Shown on the public event page |
Quick registration (Details → Registration) lets guests register for free tickets with only name, email and phone, without an account. Turn it on for events with walk-ins. Turn on Allow guest checkout for paid tickets as well to let guests buy paid tickets without an account. See Quick Registration and Guest Checkout. A data & privacy notice here adds a required consent checkbox to the form.
Check-In Settings
Check-In Window
Crew can scan tickets from 60 minutes before the event starts until 1 day after it ends. The event must be published. There are no check-in open or close fields in Details.
Recommended settings
Have your crew open the scanner and test a ticket before the doors open, inside the 60-minute window.
Check-In Options
| Option | Where | Description |
|---|---|---|
| Check-in photo | On-site Check-In | Off, Optional (default) or Required photo at check-in |
| Self check-in | Online QR Check-In | Show a rolling QR that online participants scan to check themselves in |
| Session check-in | Features > Event Sessions | Check-in at the session level |
| Activity check-in | Features > Event Activities | Check-in at the activity level |
Visibility Settings
Event Status
Set under Details > Basic Information > Status:
| Status | Description |
|---|---|
| Draft | Event is hidden from public. Only visible to you and crew members |
| Published | Event is visible and open for registration |
| Postponed | Event is on hold until new dates are set |
| Cancelled | Event is not going ahead |
| Completed | Event is over |
| Archived | Event is hidden from listings but data is preserved |
To publish for the first time, use the Publish step on Event Home.
Event Visibility
| Option | Description |
|---|---|
| Public | Listed in the event directory and on your organization page |
| Private | Not listed. You can set an Access code visitors must enter to view the event page |
| Unlisted | Not listed. Anyone with the link can open it |
Communication Settings
Email Notifications
GatherHub sends these emails automatically. They can't be turned off per event:
| When sent | |
|---|---|
| Ticket confirmation | After a successful registration or payment |
| Registration status | When you approve or reject a pending registration |
| Check-in notification | After the participant checks in |
| Certificate issued | When a certificate is issued |
| Checkout reminder | When a buyer leaves checkout without paying |
To send other messages, such as a reminder before the event, use Blast Emails.
Advanced Settings
Custom Fields
Add custom data collection for the event under Custom Fields:
- Order-level fields (collected once per order)
- Ticket-level fields (collected for each ticket)
See Custom Event Fields for details.
SEO Settings
Optimize your event page for search engines under SEO:
| Setting | Description |
|---|---|
| Meta Title | Custom title for search results. Leave blank to use the event title |
| Meta Description | Description shown in search results (up to 500 characters) |
The page shows a Search Engine Preview as you type.
A published landing page can set its own page title, meta description and social share image. Blank fields fall back to these event settings.
Integration Settings
Google Analytics and the Meta Pixel are set up once for the whole platform by the administrator, not per event.
Danger Zone
Proceed with caution
These actions can significantly affect your event and may not be reversible.
Cancel Event
Set Status to Cancelled in Details > Basic Information. Canceling an event:
- Does not notify participants (send a blast email yourself)
- Does not automatically process refunds (handle manually)
Delete Event
On the Events list, open the event's menu and click Delete. Deleting an event:
- Removes it from your events list
- Can't be undone in the app
- Consider setting Status to Archived instead to keep it
Settings Quick Reference
| Category | Key Settings |
|---|---|
| General | Title, slug, dates, description, category, organizer |
| Registration | Capacity, per-date waitlist, early bird, quick registration, refund policy |
| Check-In | Check-in photo, online QR check-in, session and activity check-in |
| Visibility | Status, Public/Private/Unlisted, access code |
| Communication | Automatic emails, blast emails |
| Advanced | Custom fields, SEO |
Next Steps
- Set up ticket types for registration pricing
- Configure registration forms with custom fields
- Add sessions and activities for event structure