This article explains how to create and configure events in Bevy, including event details, venue selection, visibility settings, recurring events, and event people
The legacy dashboard should be used to create Bevy Virtual Conference events (virtual or in-person). This article applies to in-person events and virtual/hybrid events that use Bevy Virtual Meetup or an external virtual event url as the event venue.
Use AI prompts
Bevy offers two methods for integrating AI into the event creation process, including:
- Event suggestion carousel — suggests events based on past events or chapter descriptions on the chapter overview page. This feature is enabled by default for chapters but can be disabled. HQ admins should contact Bevy Support to disable this feature.
- Event edit form AI prompt — helps users generate event titles and descriptions. Based on the organizer's input, the AI prompt generates or updates the title and description. Enter a command and select the Generate icon to populate the event title and description.
The AI prompt in the event edit form cannot be disabled.
AI controls allow real-time adjustments to event titles and descriptions, including:
- Tonal control — modify the AI-suggested content to be more informal or formal.
- Length control — increase or shorten the AI-suggested content.
- Regenerate — regenerate AI suggestions to find the best fit for your event.
Create an event
To create a new event, select an event type from the add option on the chapter overview page. If AI event suggestions are available, select a suggestion and select Create.
Once you select an event type, the event creation wizard opens.
Event creation wizard
The event creation wizard allows quick event creation by requiring only the minimum information needed to publish, including:
- Event title
- Start and end date
- Description
- Event venue selection
- Ticket configuration
- Event tags (if required by event type configuration)
- Event people (if required by event type configuration)
Only the required event options are visible in the wizard. To access all available event configuration options, save the event as a draft.
Configure events
The following event details are required:
- Title — enter the title of your event.
- Description — provide a description of the event.
- Event start and end time — set the start and end times and specify a timezone.
- Event location — choose the venue from the following options:
- Virtual — events on Bevy Virtual Meetup (BVM) or an external platform. If BVM is selected, a virtual event link is provided.
- In-person — events that occur at a physical location.
- Hybrid — events that occur both in-person and virtually at the same time.
The following event details are optional:
- Event banner — upload an image to display on the event page. Supported aspect ratios include 4:1, 3.5:1, and 3:1, with cropping and zoom tools available.
- Event thumbnail — used for social sharing. Supported ratio is square 1:1.
- Event tags: Allows to add tags to the event, used to identify certain keywords that describe and categorize the event more specifically and make them easier to find. You can find more information on how to set these tags here. Event tags may be required or disabled based on the event type settings determined by HQ admins.
Event details
- Title: Enter the title of your event.
- Description: Provide a description of the event.
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Event start and end time: Set the start and end times of the event. You can also specify the timezone for these dates.
The Short Description field has been deprecated in the new dashboard. Currently, the short description is automatically truncated from the main event description; however, in the future, this content will be generated by AI.
Event venue
Choose the venue of the event from the following options:
- Virtual: Events that take place on Bevy virtual meetup (BVM) or an external platform. If BVM is selected a link for the virtual event will be provided. See Bevy Virtual Meetup Settings below for additional virtual settings
- In-person: Events that physically occur at a specific location.
- Hybrid: Events that occur both in-person and virtually simultaneously. Options available for the other event types are also available here.
Bevy Virtual Meetup Settings
- Auto record: enable this check box to automatically start recording when Bevy virtual event starts.
- Private Q&A: when selected, participant questions are only visible to event hosts.
- Disable chat: select this check box to disable chat and direct messages for the BVM event.
- Interactive mode: when selected, audio and video for the first 1000 participants will be automatically enabled.
- Add instructions: This allows event organizers to add additional information regarding the event and how to participate on it. This information is shared on event related emails.
Ticket configuration
Paid or RSVP tickets can be created. The ticketing type available is determined by the event type configuration set by HQ admins. Chapter teams should contact their HQ administrators with questions. Learn more in Event ticketing configuration and management.
Additional ticket configuration options include:
- Set venue maximum capacity — sets the total number of tickets available for the event. When the maximum is reached, the ticket modal displays Sold Out.
- Test event — sets the event as a test. Test events have no analytics and are automatically hidden.
- Hide this event on public pages — makes the event hidden. Learn more in Manage event visibility.
- Event tags — adds tags to identify, categorize, and make the event easier to find.
Learn more about Event Ticketing Configuration and Management.
Virtual events have a maximum capacity of 1,000. Contact Bevy Support if you need increased capacity.
Manage event visibility
Admins and organizers can create hidden events for private use. Hidden events do not display on public pages automatically when published.
All events for a hidden chapter are automatically marked as hidden and cannot be made public. Private chapter events cannot be accessed with a URL unless the user is an approved chapter member, regardless of event visibility status.
Configure hidden event settings
Once Hide this event on public pages is enabled, the event will not display on public group pages, upcoming events, past events, or in automated emails. The following options can be enabled, including:
- Show event on chapter page — displays the hidden event on the homepage of the chapter. Chapter team members can view hidden events on the chapter event list regardless of this setting.
- Allow automated emails — when selected, Bevy sends automated emails for this event.
- Disable social sharing — social sharing icons will not appear on the event page or emails.ed, Bevy will not send automated emails for this event.
View hidden events
Hidden events are only accessible via a direct URL and will not appear on the community homepage or in search results. Administrators and chapter team members with full permissions can view hidden events on the chapter page regardless of hidden event settings.
Bevy does not support publishing hidden events to integrations such as Meetup, because these platforms require events to be public.
Share a hidden event
The event URL is accessible in two locations, including:
- Event list — locate the event in the event list, then use the Copy URL option.
- Event configuration dashboard — select the event to open its configuration dashboard, then locate the URL under the share icon.
Automated emails for hidden events
By default, hidden events do not have automated emails. To enable automated emails for a hidden event, select the checkbox in the event settings on a per-event basis.
Automated emails can be toggled on or off until the event's start date. Some automated emails may not populate automatically, or they may be sent before they can be canceled if their scheduled time is within 24–48 hours of the trigger.
Enable a recurring event
For an event to be recurring, the event type must be configured by HQ admins to allow recurring events. Learn more in Configure event types.
To create a recurring event, complete the following steps:
- From the chapter dashboard, select Events from the left sidebar.
- Select New Event and choose an event type.
- Enter the event title, description, and other required details.
- After choosing the event start and end date, select a recurrence option under This event will be hosted. Recurring series schedule events up to one year from the first event start date at the following frequencies, including:
- Weekly
- Every two weeks
- Monthly
- Set the number of events in the recurring series.
- When all event details are complete, select Publish.
The recurring series will be published once all events have loaded. This can take up to 10 minutes. Until published, events in the recurring sequence will not display in the dashboard. You may leave the page while the events publish and populate in the event list.
Modify a recurring event series
To change the frequency of an entire live recurring event series, you must cancel all events in the current series and create a new recurring sequence.
Automated emails for recurring events
Automated emails populate automatically for the first event in the series. Automated emails for the remaining events populate 24 hours after the first event's start date. If the recurring event series is canceled, all scheduled automated emails are also canceled.
Customize individual events in a series
Each individual event within a recurring sequence can be modified, including its date and time. The only elements that cannot be changed are the recurrence setting and the total number of events in the series.
Tip:make the event hidden so that events in the recurring sequence can be modified individually before they appear in the upcoming events list.
Update thumbnail and banner images
If you update the event thumbnail or banner image before the recurring events are published, the change applies to all events in the series. If you update the image after the events are published, the change applies only to the specific event being edited.
Enable a multi-day event
For an event to be multi-day, the event type must be configured by HQ admins to allow multi-day events. Learn more in Configure event types.
Multi-day events are continuous events. They do not start and end on each individual day of the event. You can configure an agenda in the legacy dashboard, but this does not affect the running time of the event.
Attendees of hybrid and virtual multi-day events have 24-hour access to the event throughout its duration.
Manage event people
Event people are individuals assigned to a specific role in an event in addition to being an attendee. HQ admins determine the roles that are available and required for each event in the event type settings.
The following are types of event people who can be featured in an event:
- Speaker
- Panelist
- Host
- Moderator
- Judge
- Facilitator
- Mentor
Each role may also have a minimum or maximum number of people that can be added. Learn more in Configure event types.
Add event people
To add event people to an event, navigate to the People tab in your event management dashboard. From this tab, you can add existing event people, create new event people, and view or sort added event people.
To add an existing event person, complete the following steps:
- Select the People tab in your event management dashboard.
- Select Add [role] next to the role you want to fill.
- Enter the name of the user you want to add in the search bar.
- Select Add under the user's name to assign them to the selected role.
- Repeat to add more participants, or close the panel to return to the People tab.
To create and add a new event person, complete the following steps:
- Select the People tab in your event management dashboard.
- Select Add [role] next to the role you want to fill.
- Complete the Add people form. The following fields are required:
- First name
- Last name
- Optionally, add profile display details to help identify the person on the event page, including:
- Title — the participant's formal job title.
- Company name — the name of the participant's organization.
- Biography — a brief description of the participant's background.
- Social links — X (formerly Twitter) or LinkedIn profile.
- Review the information for accuracy, then Save to add the new event person.
Adding at least one social profile (X or LinkedIn) helps identify the person and prevents duplicate records.
Remove event people
To remove an event person, select Remove from the menu on the person's card. To edit a person's profile information, select Edit from the same menu.
Configure the display order on the event page
Event organizers can customize the display order of event people on the event page to highlight key participants. To configure the display order, complete the following steps:
- Select Sort from any event person's card menu. All event people cards will become movable.
- Select and drag the dots on the left side of an event person's card to set the desired order.
- Select the blue check mark to confirm your arrangement. This ends sorting mode and saves the order.