Create and configure chapter events in the Chapter Dashboard: title, dates, venue, tickets, visibility, recurring series, and People roles. When Bevy has enabled it for your community, publishing can also register active chapter team members as attendees. For Bevy Virtual Conference, build the agenda (stages, sessions, booths, networking) in the Legacy Dashboard.
Use this article to create and configure events in the Chapter Dashboard—including in-person, hybrid, Bevy Virtual Meetup, external virtual URL, and Bevy Virtual Conference event types. After you publish, use Manage and edit an event to open the Event Dashboard tabs (Overview, Details, Registrations, and more).
Note: If an event type or field is missing — ticketing mode, tags, guest registration, recurring series, multi-day, People roles, or a conference type — start with What HQ must enable first. Then return here for the create and configure steps. HQ wizard depth: Configure event types and Configure event tags.
Important: You can create a Bevy Virtual Conference event from the Chapter Dashboard by selecting a conference event type. To build the Conference agenda (stages, sessions, booths, and networking), switch to the Legacy Dashboard Agenda builder. That agenda step is Conference-only—not required for Bevy Virtual Meetup, in-person, or hybrid Meetup-style events. See Create a conference event.
Create an event
- In the Chapter Dashboard, open the chapter, then select Events in the left sidebar (or start from the chapter overview).
- Select New event, then choose an event type (including a conference type when HQ has enabled one). Your HQ admin controls which types appear. If AI event suggestions appear on the chapter overview, you can select a suggestion and Create instead.
- Complete the event creation wizard with the minimum fields required to publish (or save as a draft to unlock every configuration option).
- Select Save draft or Publish when you are ready. For a conference event type, open the Legacy Agenda tab next to add stages or sessions—see Create a conference event.
Note: The wizard shows only the fields required for that event type. To configure banners, visibility, People, and other options, save a draft, then open the event and continue on Details (and other tabs).
Register chapter team members when you publish
When Bevy has enabled this for your community, the first time you publish a chapter event Bevy registers every active chapter team member for that chapter as an attendee. The team can then check in, appear on the Registrations list, and join Bevy Virtual without completing the public RSVP flow themselves.
Ask Bevy Support or your Customer Success Manager to turn the feature on. It is off by default.
| Event type | What each team member gets |
|---|---|
| RSVP (default) | An attendee record with no ticket and no RSVP seat. Join, check-in, and attendee emails still work. On the Registrations list they show a Chapter team label. |
| RSVP (seat option) | When Bevy turns on seat counting for your community, each team member gets an RSVP ticket on the event’s first ticket type and uses a seat. They receive the normal ticket confirmation email when ticket confirmation emails are on. |
| Paid tickets | An attendee record with no paid ticket and no seat used — the same outcome as when an organizer adds an attendee manually. They receive the “You’ve been added to an event” email. |
- Team members who already registered keep their existing registration and ticket.
- Members who still need to complete chapter documents are included.
- Inactive users and users without an email address are skipped.
- On the Registrations list, auto-registered members show a Chapter team label.
- Chapter directors do not get a “new order” email for each team member.
Note: Registration runs on first publish only—not when you save a draft, and not again when you edit an already published event. It does not backfill older events, and it does not auto-register someone who joins the chapter team after the event was published. Events that use external ticketing are skipped. Past events are skipped. For a recurring series, each occurrence publishes as its own event, so the team is registered (and emailed) for each occurrence.
Tip: By default, team members do not take an RSVP seat. If your community needs team members to consume RSVP capacity (for example large chapter teams on capacity-limited events), ask Bevy Support or your Customer Success Manager to turn on chapter-team RSVP seats for your community.
Use AI prompts while you create
When enabled for your community, Bevy can help with event ideas and copy:
- Event suggestion carousel — suggests events from past events or the chapter description on the chapter overview. Enabled by default for chapters; HQ admins can ask Bevy Support to disable it.
- Event edit form AI prompt — generates or updates the title and description from your prompt. Enter a command, then select the Generate control. You can adjust tone (more informal or formal), length, or regenerate. This AI prompt cannot be disabled.
Configure event details
Required fields typically include:
- Title and Description
- Start and end date/time and timezone
- Event venue (virtual, in-person, or hybrid)
- Tickets (or RSVPs), when the event type uses Bevy ticketing
- Event tags and People roles, when the event type requires them
For title, description, short description, Event banner, and Event thumbnail, see Add event description, banner, and images.
Choose a venue
| Venue | Use it for |
|---|---|
| Virtual | Bevy Virtual Meetup (BVM) or an external virtual URL. If you select Bevy Virtual, Bevy provides the join link. |
| In-person | A physical location only. |
| Hybrid | In-person and virtual at the same time. See Hybrid events for ticket venues. |
When the venue is virtual or hybrid and you select Bevy Virtual (Meetup), you can set:
- Auto record — recording starts when a moderator joins.
- Private Q&A — participant questions are visible only to hosts.
- Disable chat — turns off event chat and direct messages.
- Interactive mode — automatically enables audio and video for up to the first 300 participants; everyone in that Meetup room can be on camera (Meetup; not used the same way on Conference).
- Add instructions — extra join or participation guidance included in event-related emails.
Tip: Hybrid events need separate in-person and virtual ticket venues. See Hybrid events.
Configure tickets
HQ admins set whether an event type uses paid/free tickets, RSVPs, or external ticketing. If those options are missing, start with What HQ must enable first. For inventory and modes on the event, see Configure event ticketing.
- Set venue maximum capacity when you need a total registration ceiling. When the maximum is reached, the ticket modal shows Sold Out.
- Bevy Virtual Meetup events typically support up to 300 people in the live room (everyone can be on camera when Interactive mode is on). Contact Bevy Support if your community needs a different capacity plan.
Draft, test, hide, and tags
- Save draft — keeps the event unpublished while you finish setup. Preview with View page after saving.
- Test event — marks the event as a test so it is excluded from analytics. Often used with hide settings for dry runs. See Test a Bevy Virtual Meetup event.
- Hide this event on public pages — keeps the event off public listings until you share a direct URL (details below).
- Event tags — categorize the event when tags are enabled for the event type. If tags never appear, see What HQ must enable first; HQ steps: Configure event tags and Configure event types.
Manage event visibility
Admins and organizers can hide events for private use. Hidden events do not appear on public pages automatically when published.
All events for a hidden chapter are automatically hidden and cannot be made public. Private chapter events cannot be opened with a URL unless the user is an approved chapter member, regardless of the event visibility checkbox.
Hidden event settings
When Hide this event on public pages is on, the event does not appear on public group pages, upcoming or past event lists, or in automated emails by default. You can then enable:
- Show event on chapter page — shows the hidden event on the chapter homepage. Chapter team members can still see hidden events in the chapter event list regardless of this setting.
- Allow automated emails — Bevy sends automated emails for this event when selected.
- Disable social sharing — hides social sharing icons on the event page and emails.
View and share a hidden event
Hidden events are reachable by direct URL. They do not appear on the community homepage or in search results. Administrators and chapter team members with full permissions can see them on the chapter page regardless of the optional chapter-page setting.
Copy the event URL from the event list (Copy URL) or from the event configuration dashboard under the share control.
Bevy does not publish hidden events to integrations that require public events (for example Meetup).
Note: Automated emails for hidden events stay off until you allow them. You can toggle automated emails until the event start date. Messages scheduled within about 24–48 hours of a trigger may already be queued.
Enable a recurring event
HQ must enable recurring events on the event type. Recurring is not available for Bevy Virtual Conference (conference agenda) event types. If the option is unavailable, see What HQ must enable first; Admin steps: Configure event types.
- From the Chapter Dashboard, select Events, then New event and an event type that allows recurrence.
- Enter the title, description, and other required details.
- After you set the start and end, under This event will be hosted, choose a recurrence: weekly, every two weeks, or monthly. Series schedule up to one year from the first start date.
- Set how many events are in the series.
- When details are complete, select Publish.
Publishing the series can take up to about 10 minutes. Events may not appear in the list until publishing finishes. You can leave the page while they load.
- To change the frequency of a live series, cancel the current series and create a new one.
- Automated emails populate for the first event; emails for later events populate about 24 hours after the first event’s start. Canceling the series cancels scheduled automated emails.
- You can edit individual events (including date and time). You cannot change the recurrence setting or the total count after the series is created.
- Banner or thumbnail changes before the series finishes publishing can apply to all events; after publish, image changes apply only to the event you edit.
- When chapter-team auto-registration is on, each occurrence registers (and emails) the team again, because each occurrence publishes as its own event.
Tip: Hide the series while you adjust individual events, then make them visible when you are ready.
Enable a multi-day event
HQ must allow multi-day events on the event type. If multi-day dates are blocked, see What HQ must enable first. A multi-day event is one continuous event across the date range—not a separate start and end each calendar day.
Attendees of hybrid and virtual multi-day Meetup-style events have access throughout the event duration (subject to join rules for the virtual platform). Conference agenda setup for multi-day Bevy Virtual Conference events is covered in Create a conference event.
Manage event people
Event people are individuals assigned to a role on the event (in addition to registering as an attendee). HQ decides which roles appear and whether a minimum or maximum count is required. Common role labels include Speaker, Panelist, Host, Moderator, Judge, Facilitator, and Mentor. If People roles never show, see What HQ must enable first.
Virtual events: Roles assigned on the People tab—such as Speaker, Host, and Moderator—control how people appear on the public event page. They do not grant microphone, camera, screen-sharing, moderation, or broadcast permissions in a live virtual event.
Bevy Virtual Meetup: Chapter team members who have event-host permission join as hosts. During the event, a host or moderator can open Participants, select a person, open Actions, and turn on Presenter mode so the person can use their microphone, camera, and screen share. Turn on Moderator mode only if the person also needs to manage participants.
Bevy Virtual Conference: Before a Stage session, have external speakers join Backstage for a dry run. A host or moderator can then use Participants → the speaker → Actions to turn on Presenter mode. Turn on Moderator mode only if the speaker also needs to manage participants or start and stop the stage broadcast. See Roles and permissions in Bevy Virtual Conference.
Add event people
- Open the event, then select the People tab.
- Select Add [role] next to the role you want to fill.
- Search for an existing user and select Add, or complete the Add people form (first and last name required; optional title, company, biography, and social links).
- Save, then repeat for additional people.
Adding at least one social profile (X or LinkedIn) helps identify the person and reduces duplicate records.
Remove, edit, or reorder
- On a person’s card menu, select Remove or Edit.
- To reorder how people appear on the event page, select Sort on a card, drag the handles, then confirm with the check mark.