Guide: Organiser

Set up your event, open registration and get your crew in place. This guide follows the real screens, in order.

Step 1: Create your account

Go to my.gatherhub.app/register and fill in your name, email and password. A personal organisation is created for you, so you can start right away.

Open the link in the verification email. Until then you see this screen. Use Resend verification email if it hasn't arrived.

Step 2: Create the event

Go to Events → Create. The wizard has three steps and saves your progress automatically.

Basic information: event title, description, start and end date and time, and visibility (Public, Private or Unlisted).

Location & category: physical, virtual or hybrid, the venue (from your library or typed in), city, country, category and tags.

Review & create: check the summary and tap Create Event. The event is saved as a draft, so nobody sees it yet.

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

Step 3: Add a free ticket for walk-ins

The wizard creates three paid ticket types (Early Bird, Standard, VIP). Edit or delete the ones you don't need. If you expect walk-ins, open Ticket Types → Add Ticket Type, name it (for example "Walk-in / Guest"), set the price to 0, set a capacity and save.

Step 4: Turn on quick registration

Open Details → Registration and switch on Quick registration. Guests on a free ticket can then register with only their name, email and phone. No account or password is needed.

You can also add a data & privacy notice here. When you do, attendees must tick a consent box to register.

Step 5: Preview and publish

On Event Home, the Publish step opens a preview of your public event page. Check it, then tap Publish Event. Registration opens and you can share the event link.

Step 6: Add your crew

Your crew must create their own GatherHub account first. Then go to Crew Members → Add Crew Member → Invite by Email, enter their email and pick a role.

People who already have an account are added at once and get a notification. Everyone else gets an invitation email and shows under Pending Invitations until they accept. You can Resend or Cancel from there.

What your crew see next is in the crew guide.

Step 7: Print the Event QR

Open Details. Once the event is published, the Event QR appears next to the public event link. Download it as PNG or SVG. It opens your event page and never expires. Put it on the entrance poster and your slides, so walk-ins can register.

Optional: Online QR for self check-in

The Online QR is a different code. It is valid for 1 to 60 minutes and is meant for a screen, not for printing. Use it when there is no crew at the door, or for an online event. Open it from the crew app (More → Online QR). It shows a 6-letter code for people without a camera, a countdown, Extend 5 min and Deactivate.