This article is a guide for cohosting events, how to share a cohosted event, explains the host and collaborator chapter roles, limitations in communicating with registrants, and the types of emails host and collaborating chapters can send.

If you're looking for how to enable Cohosted and other settings, please refer to this article. If you would like to manage emails related to cohosted events, please go here.

What are Cohosted Events?

After you create an event, you can enable cohosting on your event dashboard. When a chapter cohost an event with another chapter, the host chapter is essentially "pointing" their event to collaborating chapter(s). This means: 

• The original chapter (host) maintains ownership of the event.
• Your members can see and register for the event through your chapter (collaborating chapter)
• All registrations go to the same unified event list
• The event appears on both chapter calendars but it's the same event
• You gain access to the attendees sent to the host event via the collaborating chapter(s)
• Attendees are attributed to your chapter (host chapter), allowing your chapter to be recognized as the source chapter for the event.

Admins can add multiple chapters or all chapters as collaborators for an event. When chapter organizers view the cohosted event page, they can choose to be added as a collaborating chapter.

The chapter hosting the event manages everything – this includes things like the event details, registration, and automated event reminder emails. Only the host chapter can edit the event.

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In the dashboard, host chapters see a cohosted event label on the event. Collaborators see the event with a label that has the host chapter's name. 

When chapter members look at the upcoming events for their chapter, cohosted events are included in the lists. They have a cohosted label. 

Expanding your reach by cohosting events

Cohosted events present an incredible opportunity to tap into the collective audience of multiple chapters. When an attendee RSVP for a cohosted event, they are not only joining the event, but also receiving a callout to join the cohosting chapters.

Share the Cohosted event: 

After you make a cohosted event, you can make it easier for people to collaborate by sending them the event link.

To share the link:

1. In the dashboard, go to your events.
2. Open the menu for the cohosted event, and then select Copy link. This copies the event link to your clipboard, so you can share it.

When sharing a cohosted event link, please ensure that the event has been published. Bevy does not currently support collaboration before a published event for host and collaborating chapters.

Collaborate on a cohosted event

You can only collaborate on an event if the event host enables cohosting. That is, you can't share all events on your chapter page – only ones when hosts allow it.

When you decide to collaborate on a cohosted event, you are helping market and share the event.

• You can see the event in the dashboard with your other events

• Include it in newsletters as an upcoming event

• You will only see attendees who have registered via your chapter

• You can't make any changes to the event

To start collaborating:

1. Log into your community website.
2. Go to the cohosted event’s event page.

3. A snackbar notification will appear in the bottom left corner of the event page. You can click on this notification to become a collaborating chapter on the cohosted event. 

   

4. Alternatively, you can also click on your profile avatar at the top right corner of the event page.

5. A drop-down menu will show the option to add the cohost event to your chapter(s).

   

    

6. If you're the organizer of more than one chapter, select the chapters you want to add as collaborators. You can't add chapters where you are not an organizer, if you need to, share the event link with the other chapters' organizers so they can cohost. Your chapter members see cohosted events with your other chapter events. When they click on the event, they're taken to the host chapter event page to register.

Events don't sync to Meetup when you are a collaborator. Learn more in Meetup Pro integration.

Cohost Status

Admins and organizers who manage a single chapter will see a checkmark next to cohosting in the profile drop down menu.

Organizers who manage multiple chapters will only see the cohost add option.  Click on add cohost to see the list of chapters that are currently collaborating on the event and chapters that are available to collaborate.

To stop collaborating:

1. In the dashboard, select Events in the sidebar menu.
2. Find the event you intend to remove.
3. Open the menu for the event, and then select Remove.

Remove collaborators

At any time, admins or event organizers can remove collaborators from a cohosted event. However, as long as the event is cohosted, other chapters can add themselves as collaborators at any time.

Only admins can disable cohosting  and remove it from the event but all collaborators must be removed before this can be done.

To remove collaborators:

1. In the dashboard, go to the cohosted event.
2. On the Cohost tab, select Remove to remove a collaborator.
   This opens a dialog window.
3. Select OK to confirm the change.

This immediately removes the collaborator. 

How Registration Works for Cohosted Events

When someone registers for a cohosted event hosted by your chapter:

• They are signing up for the original event in the host chapter
• After the registration process, they may choose to join your chapter as a member if they are not already a member. They will also be able to join other collaborating chapters as members.
• If they do not join your chapter, they will be an event attendee but not a chapter member.

Host Chapter

• Can see all attendees (both from host and all collaborating chapters)
• Has complete visibility of everyone who registered for the event.
• Sees total metrics for all attendees (check-in)

Collaborating Chapter

• See the total number of attendees in their dashboard
• See the list of attendees who signed up through their chapter URL
• Can only see the names of the attendees who registered through their chapter
• Cannot see attendee details for those who registered through other chapters

The Attendee and Check-in count will be that of the entire event, not the count of your attendees.

Understanding Email Communication for Cohosted Events

Who Can Send Emails?

Both host and collaborating chapter can send certain emails related to cohosted events.

Limitations

Collaborating chapters cannot send emails about the cohosted event to: 

• Attendees or members of the host chapter (i.e. not part of your chapter)
• Attendees or members of other collaborating chapters
• They can only email their own chapter members

Email reach depends on: 

• Whether there are attendees for the event (i.e. when email audience is "attendees" or "people with event ticket").
• Whether users have subscribed to chapter newsletters.

If attendees haven't subscribed to newsletters, they will only receive:

• Automated event emails (i.e. post-event surveys)
• Event reminder emails
  • Attendees can unsubscribe from these emails also.

The platform prevents duplicate emails by restricting which audiences each chapter can contact.

• The host chapter can send emails to all attendees regardless of which chapter they are from but they do need to be an attendee of the event.

Types of Emails and Who Receives Them

Host chapters cannot access or see event related automated emails from collaborating chapters. Each chapter manages their own event reminder emails for a cohosted event.