📅 Events Guide

Finding Events

There are several ways to discover events on GatherLogic:

• Group pages: Visit a group's page to see all their upcoming events.
• Events page: Browse the Events page to see events across all groups.
• My Groups: Check your My Groups page for events from groups you've joined.
• Email notifications: Get notified when new events are created in your groups.

RSVPing to Events

Reserving your spot at an event is easy:

1. Find an event: Browse events from your groups or the events page.
2. Click on the event: View the full event details.
3. Click "RSVP": Confirm your attendance.
4. Check your confirmation: You'll see your RSVP status on the event page.

Changing Your RSVP

Plans change! You can update your RSVP at any time:

• Return to the event page and change your response.
• If you can no longer attend, please update your RSVP so others can take your spot.

Virtual Events

Many groups host online events that you can join from anywhere:

How Virtual Events Work

1. RSVP to the event: Just like in-person events.
2. Get the meeting link: After RSVPing, you'll see the virtual meeting link on the event page.
3. Join at the scheduled time: Click the link to join the video call.

Tips for Virtual Events

• Test your audio and video before the event starts.
• Find a quiet space with good lighting.
• Join a few minutes early to troubleshoot any technical issues.
• Mute yourself when not speaking to reduce background noise.

Hybrid Events

Hybrid events combine the best of both worlds - they have both a physical location and a virtual component, allowing attendees to participate in person or online:

How Hybrid Events Work

1. RSVP with preference: When you RSVP, you can choose whether you'll attend in person or virtually.
2. Get appropriate access: Based on your choice, you'll either see the physical location details or the virtual meeting link.
3. Join your way: Attend at the venue or join the video call, depending on your selection.

Hybrid Event Benefits

• Maximum flexibility: Attendees can participate regardless of location or circumstances.
• Wider reach: People who can't travel can still join and participate.
• Adaptable planning: Events can proceed even if weather or other factors affect in-person attendance.
• Detailed RSVP tracking: See separate counts for in-person and virtual attendees to help with planning.

Tips for Hybrid Event Attendees

• Choose your format wisely: Consider travel time, comfort level, and the nature of the event.
• For in-person attendees: Follow the same tips as regular in-person events (arrive early, introduce yourself, etc.).
• For virtual attendees: Follow virtual event tips (test audio/video, find quiet space, join early).
• Be flexible: Some hybrid events may have different experiences for in-person vs. virtual participants.

RSVP Tracking for Organizers

As an organizer, you'll see detailed RSVP breakdowns for hybrid events:

• Separate counts: The event page displays distinct counts for in-person and virtual attendees.
• Visual indicators: Color-coded badges show 📍 for in-person and 💻 for virtual attendees.
• Planning insights: Use these counts to plan venue capacity, virtual meeting setup, and materials.
• Attendee list: The attendees page shows who's coming in-person vs. virtually.

In-Person Events

Meeting face-to-face is a great way to build connections:

Before the Event

• Check the event location and plan your transportation.
• Note any special instructions (parking, entrance, etc.).
• Look for the organizer's contact info in case you need to reach them.

At the Event

• Arrive on time or a few minutes early.
• Look for the group organizer or signs indicating the meetup location.
• Introduce yourself to others—everyone is there to meet new people!

Creating Events (Organizers)

If you're a group organizer or co-organizer, you can create events:

1. Go to your group page: Navigate to the group where you want to create an event.
2. Click "Create Event": Find this button on the group page.
3. Fill in the details:
   • Title: A clear, descriptive name for the event.
   • Date and time: When the event will take place.
   • Location: Physical address, virtual meeting link, or both for hybrid events.
   • Description: What attendees can expect, what to bring, etc.
4. Publish the event: Make it visible to group members.

Event Best Practices

• Be specific: Include all relevant details so attendees know what to expect.
• Set reminders: Members will receive notifications about upcoming events.
• Update if plans change: If the event details change, update the event page promptly.
• Follow up: After the event, consider sharing photos or a recap.

Creating Hybrid Events

Hybrid events require extra planning but offer maximum flexibility:

• Choose the hybrid format: Select "Hybrid" when creating your event to enable both location and virtual meeting fields.
• Provide clear details: Specify both the physical location and virtual meeting link.
• Set expectations: In your description, explain what attendees can expect from each format (in-person activities vs. virtual participation).
• Consider logistics: Plan how in-person and virtual attendees will interact and participate equally.
• Test technology: Ensure your virtual meeting setup works well and can accommodate both formats.

Event Description Editor

GatherLogic includes a powerful event description editor with helpful features:

• Rich Text Formatting: Use bold, italic, lists, and links to make your descriptions more engaging.
• Character Counter: Real-time character count shows "1,234 / 16,000 characters" as you type.
• Color-Coded Warnings: The counter changes color as you approach the limit:
  • Gray: Safe (0-80% of limit)
  • Yellow: Warning (80-90% of limit)
  • Red: Near limit (90%+ of limit)
• Extended Character Support: Full support for international characters, accented letters, and symbols (á, é, ñ, €, ©, etc.).

Managing Events (Organizers)

As an organizer, you have full control over your events:

Event Publishing

Control when your event becomes visible to group members:

Draft vs. Published Events

• Draft Events: Only organizers can see draft events while you're planning details
• Published Events: Visible to all group members who can RSVP and see event details

Publishing an Event

1. Create your event with all details (title, description, date, location, etc.)
2. Save it as a draft to review or come back later
3. When ready, click "Publish Event" to make it visible to members
4. Published events appear in the group's event list and notifications

Event Notifications

Keep your members informed about important event updates:

Automatic Notifications

• New events: Members are notified when you publish a new event
• Event changes: Significant updates trigger notifications to RSVPed members
• Event reminders: Automatic reminders sent before event start time

Manual Notifications

• Send custom notifications: Use "Notify Members" to send custom messages
• When to use: Last-minute changes, weather updates, special instructions
• Who receives: All RSVPed members get manual notifications

Notification Best Practices

• Be timely: Send notifications well in advance when possible
• Be relevant: Only notify members of changes that affect them
• Be clear: Include all necessary information in your notification

Editing Events

You can update event details at any time by clicking "Edit" on the event page. Attendees will be notified of significant changes.

Canceling Events

If you need to cancel an event:

1. Go to the event page.
2. Click "Cancel Event."
3. All RSVPed members will be notified of the cancellation.

Viewing Attendees

You can see who has RSVPed to your event on the event page. This helps you plan for the right number of attendees.

Event Photos

Capture and share memories from your events with photos:

Uploading Photos

You can upload photos to an event page using drag-and-drop or the file browser:

1. Click "Add photos": Find this button on the event page below the event details.
2. Select your photos: Drag and drop images into the upload area, or click "Browse Files" to select from your device. You can select multiple photos at once.
3. Review your selection: The selected files will be listed before uploading. You can remove individual files if needed.
4. Click "Upload": Submit your photos to the event page.

Photo Limits and Requirements

• Maximum 5 photos per event: Each event can have up to 5 photos. This includes photos already uploaded by other members.
• Accepted formats: PNG, JPEG, GIF, and WebP images are supported.
• Maximum resolution: 4096×4096 pixels (images larger than this will be rejected)
• File size limit: Each photo must be within the group's configured maximum image size (shown in the upload area).
• No duplicates: The system automatically detects and prevents duplicate photo uploads.

Event Photo Guidelines

For the best results when uploading event photos:

• Content recommendations:
  • Show people engaged in activities
  • Include venue or location shots
  • Capture group interactions and moments
  • Ensure good lighting and clear focus
• Aspect ratio flexibility:
  • Photo gallery images can be any aspect ratio (landscape, portrait, or square)
  • The gallery will display photos in their original proportions
  • Choose the aspect ratio that best captures each photo's subject
• Technical tips:
  • WebP format recommended for faster loading
  • Keep file sizes reasonable for quick uploads
  • Avoid excessive compression that reduces quality

Who Can Upload Photos

• Organizers and co-organizers: Can upload photos to any event at any time (before or after the event).
• Members: Can upload photos to past events within 30 days after the event date.

Viewing Photos

Click on any photo to view it in a larger lightbox view.