Learn how host and collaborating chapters share one event: who can edit, what each role can control in the dashboard, how registration attribution works, and which emails each chapter can send.

Before you begin

A cohosted event is one event owned by one host chapter. Other chapters join as collaborators so their members can discover and register for that same event. There is not a separate copy of the event for each collaborator.

Think of it this way:

• The host owns the event page, registration setup, and edits.
• Collaborators help market and share the event, and can see registrants who came through their chapter.
• Everyone who RSVPs or buys a ticket is registering for the host’s event.
• Bevy records which collaborating chapter (if any) a registrant came through so attribution stays clear.

You need all of the following before other chapters can collaborate:

• HQ admin: Event cohosting enabled for the community in Admin Settings (Enabling a Cohosted event).
• Host-chapter organizer (with permission to edit the event): Event marked as cohosted on the Cohost tab (Make this a cohosted event). HQ can also do this when working in the host chapter with edit access.
• A published event (required before other organizers can join as collaborators).

How host and collaborating chapters work

The host chapter keeps ownership of the event—details, tickets or RSVP settings, speakers, agenda, and who can edit. Collaborators help market and share the event; they do not become co-editors of the host’s event.

In the chapter dashboard Events list:

• The host chapter sees a Cohosting enabled chip on the event.
• A collaborating chapter sees a chip such as Collaborating with [host chapter name].

On public chapter event lists, cohosted events appear with the chapter’s other upcoming events and use a cohosted label. Selecting the event takes members to the host event page to register.

Host and collaborator controls

Most support questions about cohosted events come down to what each role can control. Use this table as a quick reference.

Common misunderstandings:

• “Can a host chapter mark an event as cohosted?” — Yes. After HQ enables community cohosting, host organizers with permission to edit the event use the Cohost tab and select Make this a cohosted event. That per-event step is not HQ-only.
• “Why don’t I see Select manually / Add all active groups?” — Those bulk-add actions are HQ admin only. Host organizers share Copy and share this link so other organizers can self-join from the public event page.
• “Why can’t I edit this event?” — You are likely viewing it from a collaborating chapter. Only the host chapter can edit.
• “Why don’t I see all attendees?” — Collaborators only see people attributed to their chapter. The host sees everyone.
• “Why do my Attendee and check-in counts look higher than my list?” — Those counts are for the entire event, even when the list is filtered to your chapter’s attributed registrants.
• “Why can’t I turn cohosting off?” — Remove every collaborator on the Cohost tab first, then clear Make this a cohosted event.

Share a cohosted event link

After a host-chapter organizer (or HQ working in the host chapter) selects Make this a cohosted event, other chapters can be invited to collaborate. Host organizers share a link for self-join. HQ admins can also add chapters directly on the Cohost tab without waiting for self-join.

Copy and share the link (host organizers)

1. Open the host chapter dashboard and open the event.
2. Select the Cohost tab.
3. If no collaborators are listed yet, select Copy and share this link (or copy the cohost URL from the empty-state instructions).
4. You can also copy the event link from the Events list menu for the event (for example Copy URL / Copy link, depending on your dashboard).
5. Send the link to organizers of chapters you want as collaborators.

Add collaborators as an HQ admin

From the host event’s Cohost tab, HQ admins can:

• Select Select manually to choose specific chapters.
• Select Add all active groups to add all active chapters that can collaborate (the button label says “groups”; in Bevy these are chapters).

Collaborate on a cohosted event

You can collaborate only when the host has enabled cohosting for that event. Organizers join from the public event page—not by editing someone else’s event in the dashboard.

Join as a collaborating chapter

1. Sign in to your community website.
2. Open the cohosted event’s public event page (use the link the host shared).
3. When available, select the discovery notification Cohost event (message: Feature this event in your chapter), or open your profile menu and select Cohost event.
4. If you organize more than one chapter, select the chapters to add as collaborators. You can only add chapters where you are an organizer.
5. Confirm. A success message shows: You are now cohosting this event.

If you already cohost with your only chapter, the menu shows a disabled Cohosting state with a checkmark. If you manage multiple chapters, select Cohost event again to see which chapters already collaborate and which you can still add.

What collaborators can do after joining

• See the event in your chapter Events list alongside your own events (with the collaborating chip).
• Include it in chapter newsletters as an upcoming event.
• Open the event from your dashboard to review Registrations attributed to your chapter.
• Send chapter emails within the audience rules described later in this article.

You cannot change the event details. Edit, cancel, Meetup/Eventbrite links, and similar host actions stay with the host chapter.

Manage collaborators

Remove a collaborator (host)

1. In the host chapter dashboard, open the event.
2. Select the Cohost tab.
3. On the collaborator’s card, select Remove.
4. Confirm if prompted.

Removal takes effect immediately. While the event remains cohosted (Make this a cohosted event is still on), other eligible chapters can still add themselves later unless you turn cohosting off.

Only someone with permission to edit the host event can clear Make this a cohosted event (host organizers or HQ working in that chapter). All collaborators must be removed first—the control stays unavailable while any collaborator remains on the list.

Stop collaborating (collaborating chapter)

If your chapter Events list still offers a menu action to leave a cohosted event, open the event menu and select Remove. That removes your chapter as a collaborator; it does not delete the host’s event.

If you do not see Remove in the new Event Dashboard, ask the host chapter to remove your chapter from the Collaborators list on the Cohost tab.

How registration works

Everyone registers for the host chapter’s event. Bevy stores a cohost registration chapter when someone arrives through a collaborating chapter’s path (for example a cohost URL that includes that chapter). That attribution is how collaborating chapters see “their” registrants—not a second copy of the event.

• After registration, attendees may be invited to join the chapter they came through (and can join other collaborating chapters), depending on membership settings.
• Someone can attend the event without becoming a chapter member.
• Attribution does not move ownership of the event. The host chapter still owns the attendee record for the shared event.

Who can send emails

Both host and collaborating chapters can send certain emails related to a cohosted event, but audiences are limited so people are not contacted by every chapter at once.

Limitations

Collaborating chapters cannot send emails about the cohosted event to:

• Attendees or members of the host chapter who are not part of the collaborator’s chapter.
• Attendees or members of other collaborating chapters.

Collaborators can only email within their own chapter audience rules (for example their members and attendees attributed to them).

Email reach also depends on:

• Whether there are attendees for the event when the audience is attendees or people with an event ticket.
• Whether users have subscribed to chapter newsletters (for marketing sends).

If attendees have not subscribed to newsletters, they still receive automated event emails (such as reminders and post-event surveys) and can unsubscribe from those as well.

The platform helps prevent duplicate marketing by restricting which audiences each chapter can contact:

• The host chapter can send emails to all event attendees, regardless of which chapter path they registered through—as long as they are attendees of that event.
• Each chapter manages its own scheduled event reminder and related automated sends for the cohosted event. The host does not see collaborating chapters’ email metrics.

Types of emails and who receives them