An event is a scheduled gathering on a chapter, with its own public page, registration, and attendance record. It can be in person, online, or both. Meetup, webinar, and Conference are choices for the online room.
Every Bevy gathering is an event on a chapter, including events that HQ runs through a chapter. People find it on the chapter page or the community site, open the event page, and register there. The virtual room, when there is one, is a choice you make for that event.
The same page stays up after the gathering. Before the start time it is where people register. During the event it is how they join an online room or find the venue. Afterward the team can add a recording, slides, or photos, and the attendance record stays with the event.
Where an event fits
- Community site — the public home. Public events from every chapter can appear here.
- Chapter — the group that hosts the event. The chapter team creates and manages it from that chapter's dashboard. See Introduction to chapters.
- Event — one scheduled gathering, with its own page, tickets, and attendance record.
For the rest of the platform, see Bevy introduction.
What people see
The event page is the public face of the gathering. It typically includes:
- Title, date, time, and time zone
- A description, plus a banner and thumbnail when the team adds them
- The venue: a place, a join path, or both
- Registration, as an RSVP or as ticket choices
- People listed for the event, such as speakers and hosts, when the page is set up to show them
When the community uses the event page builder, HQ sets the layout every event page uses, and a chapter team with permission can change the layout for one event. How that works is in About the event page builder.
What every event includes
| Building block | What it delivers |
|---|---|
| Event page | The public page for this gathering: title, time, description, images, and the place people land before they join. |
| Venue | In person, online, or both. An online event can use a Bevy virtual room or an external meeting link. |
| Registration and tickets | RSVP or ticket types, including free events. Paid checkout is available when the community uses Bevy payments. A capacity limit can show the event as sold out. |
| Check-in | Who attended. Staff record an in-person door. A virtual join through the event page can be recorded automatically. |
| People | Hosts, speakers, and other roles listed on the event. A listing on the page is not permission to speak in a virtual room. |
| Emails | Confirmation and later event messages for people who register, when those emails are turned on. Hidden events do not send them until the team allows automated emails. |
| Attendance | Registration and check-in numbers for this event, available after it is published. |
Ways to run an event
| Format | Choose it when | Where to read more |
|---|---|---|
| In person | People meet at a place. There is no online room. | Create and configure events |
| Virtual Meetup | One online room for a workshop, town hall, or discussion. | Introduction to Bevy Virtual Meetup |
| Webinar | A few presenters and a large listen-only audience. | Introduction to Bevy webinar. Setup: About Bevy webinar mode |
| Virtual Conference | Many sessions, stages, booths, or networking tables on one agenda. People register once, then move through the agenda. | Introduction to Bevy Virtual Conference. Components: About Bevy Virtual Conference |
| Hybrid | An in-person gathering and an online room at the same time. | Hybrid events |
Tip: Pick the event first (who it is for, and whether people are in the room together). Then pick the virtual room. Webinar mode can run on a Meetup or as one session inside a Conference.
An online or hybrid event that does not use a Bevy room can use an external meeting link instead, such as Zoom. People still register on the Bevy event page. The live session happens in that other tool. Bevy can still record attendance when they join through the event page during the check-in window.
Registration and attendance
People register on the event page. The event type decides whether they RSVP, choose a free or paid ticket, or continue to an external ticket page. Hybrid events use separate tickets for the in-person venue and the online venue. Ticket venues are in Hybrid events.
Check-in is how attendance is recorded. At an in-person door, the chapter team marks people present. For a virtual or hybrid event that uses Bevy Virtual, Zoom, or an external join link, Bevy can mark someone checked in when they join through the event page. That window starts shortly before the start time. Staff can still correct the record, and someone who arrives without a ticket can be added at the door. The surfaces and the automatic-join rule are in Check-in attendees.
Note: Registration and attendance are different counts. A person can register and not attend. Unique attendees are ticket holders. Check-ins are people marked present. Manual attendees are people added at check-in without a ticket. They are not tied to an account and are not included in unique counts.
After the event is published, those numbers are on the event. Where to open them is in Review event analytics.
Before the event is public
| State | What people experience |
|---|---|
| Draft | The team is still setting it up. It is not on public lists. The team can preview the page. |
| Published | The event is live. Public events appear on the chapter page and can appear on the community site. |
| Hidden | Only people with the direct URL can open it. It stays off public lists and search. Automated emails stay off until the team allows them. |
| Canceled | The gathering is called off. The event record remains so the team can tell people who registered. |
When the event type allows it, a series can repeat weekly, every two weeks, or monthly, for up to a year from the first start. A multi-day event is one gathering across a date range, not a new event each morning. Those choices are in Create and configure events.
The event belongs to one hosting chapter. When co-hosting is turned on, other chapters can share it, and those teams can see who registered through them. The hosting chapter still owns the event.
The event types a chapter can create are chosen by HQ. If a format, ticket style, or recurring option is missing, ask an HQ admin.
What an event is not
- An event is not a chapter. The chapter continues after the event ends.
- Registering for an event does not by itself make someone a chapter member.
- A speaker listed on the event page does not automatically have a microphone in the virtual room.
- An external meeting link is a different choice from a Bevy virtual room. Use it when the live session is hosted outside Bevy.
- Stages, sessions, booths, and networking tables belong to a Virtual Conference. A Meetup, an in-person event, or a hybrid Meetup-style event does not need that agenda.
When you are ready to create one
Chapter teams create events from the chapter dashboard. HQ-led events are created on a chapter the same way. The venue, tickets, recurring series, and people roles are in Create and configure events. After the event exists, edits, the public preview, and the registration list are in Manage and edit an event.