Event Organizer Guide
Host Events on What's Poppin GR
Everything you need to list your event, manage RSVPs, invite people, check in attendees, collect feedback, and track how your event performs.
Choosing Your Event Type
Every event starts from your Organizer Dashboard. When you create a listing, you'll first choose the format:
In-Person
List a physical venue or address so attendees can find you and get directions.
Virtual / Online
List a fully remote event and share join details (link, dial-in, etc.) with confirmed attendees.
For free events, both formats get the same tools below. The online join link is only shown to people who've RSVP'd as attending.
Free vs. Paid Events
How you handle tickets depends on whether your event is free or paid:
Free Events
Free listings are fully managed on-platform. Publishing a free event automatically:
- Generates tickets and enables on-site RSVP / attendance check-in.
- Unlocks feedback forms you can send to anyone who was checked in.
- Tracks attendees so you can easily re-invite people who've shown interest before.
Prefer your own ticketing or reservation system? Add an external link instead and your event is simply advertised here with no on-platform tickets, check-in, or feedback tools.
Paid Events
Paid events can still be listed and discovered on What's Poppin GR, but ticket sales and RSVPs must go through an external ticketing provider (like Meetup or Eventbrite). While creating your event details and listing the ticket prices, you can add a direct link to your official sales page.
Paid events don't use on-platform RSVPs, tickets, waitlists, check-in, or feedback forms. Capacity is shown for information only.
RSVP Settings & Waitlists
When creating a free event, you can set an optional RSVP deadline and a maximum capacity to control turnout:
RSVP Deadline
After the cutoff date passes, no new RSVPs are accepted even if spots remain. Leave it blank to accept RSVPs right up until the event is finished.
Capacity & Waitlist
Set a maximum number of attendees. Once you're full, new RSVPs are added to a waitlist instead of being turned away. Your own team doesn't count toward capacity.
When a spot opens up, everyone on the waitlist is notified, and the spot goes to whoever confirms first. While a spot stays open we remind them every couple of days, plus a final notice on the day of the event. Guests marked maybe also get a nudge when your event is nearly full or RSVPs are about to close.
Your Attendees page always shows a breakdown of who's attending, maybe going, waitlisted, and cancelled so you always know exactly where you stand.
Inviting People to Your Event
Don't wait for people to find your event, invite them directly! From your event's Attendees page, select Invite People to send invitations to your connections, or (if you created this event using "Schedule Again") people who attended a past event in the same series.
To help keep our community safe, each account has a monthly limit on how many event invites it can send, based on your subscription plan.
*Please Note: This is separate from inviting team members. Team invites add people to help you manage the event. This invites people to attend it.
Managing Attendees & Check-In
Once your (free) event is live, your Organizer Dashboard becomes attendee-management HQ:
- Scan each attendee's ticket QR code, barcode, or check them in manually at the door so your attendance record stays accurate in real time.
- Send a feedback form to checked-in attendees after the event wraps up.
- Re-invite past attendees to your next event in a couple of clicks. No need to rebuild your list from scratch.
Check-in opens 3 hours before your event starts. Team members with the Member role can scan tickets and check people in at the door without needing full access to edit your event.
Everyone attending, and your team, gets an automatic reminder about 24 hours before the event.
Collecting Feedback
You can build your feedback form—questions, ratings, whatever you'd like to ask—anytime, even before the event happens. Sending it, however, has a couple of rules:
Event Must Be Completed
You can't send a feedback form until your event has actually concluded—there's nothing to give feedback on yet.
7-Day Send Window
You have 7 days after your event ends to send it. This keeps responses fresh—and keeps attendees from getting a stack of feedback requests weeks later for events they've forgotten the details of.
Once you've sent a form, you can review responses for as long as you'd like—there's no time limit on reading feedback, only on sending the request.
Tracking Event Performance
Every listing comes with built-in analytics so you know what's working. From your dashboard, each event shows:
Reach
Page views and unique visitors to your event page.
Response
RSVPs broken down into attending, maybe, waitlisted, and cancelled.
Plus, get info on late cancellations, general attendee interests, and more so you get a clearer read on real turnout.
Understanding Event Statuses
Every event moves through one of these statuses. Here's what each one means, and who can see it:
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Draft / Pending Review
Still being set up, or awaiting approval. Only visible to you and your team—never shown publicly.
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Published
Live and visible to everyone in the directory.
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Cancelled
The event won't happen. The page stays visible with a cancellation notice—we don't remove it, since people may have bookmarked or shared the link.
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Completed
The event has already happened. The page stays visible as a record, with an "already took place" notice.
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Archived
About a month after it ends, a past event is archived and no longer shown publicly. You and your team can still see it, along with its attendees, feedback, and analytics.
-
Expired
The event's start date arrived before it was ever published or cancelled. Unlike Cancelled, this is only visible to you—it was never made public, so there's nothing for anyone else to see.
On the free plan, our team reviews new events before they're published, usually within 1–3 business days. If your event needs changes, it's returned to Draft rather than deleted. Once you've made the updates, it's automatically resubmitted for review. Need your event approved quickly? Paid plans get instant auto-approval and more events per month. See plans.
Inviting Team Members
Running an event is easier with help. From your Organizer Dashboard, open an event's Team page to invite people from your connections or by email, and assign each person a role.
Owner
Everything an Admin can do, plus cancelling or rescheduling the event and transferring ownership. Each event has one owner.
Admin
Everything except cancelling or rescheduling: edit event details, manage the team (including removing members), check in attendees, view analytics, and manage sponsors and feedback forms.
Editor
Can edit event details and manage attendees, sponsors, feedback, and analytics, but can't add or remove team members.
Member
Can scan tickets and check in attendees at the door. Cannot make changes to the event.
You can invite as many team members as you'd like, and change or remove their access at any time from the Team page. Handing the event off? The owner can transfer ownership to another team member from the same page.
Cancelling, Rescheduling & Scheduling Again
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Cancel
Everyone who RSVP'd and any sponsors are notified right away, with your cancellation note if you add one. The page stays up with a cancellation notice.
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Reschedule
Moves your event to a new date as a new listing. Attendees are notified with a link to the new date. RSVPs don't carry over automatically, so people confirm again for the new date.
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Schedule Again
Running it again? After an event ends, create the next one from it with the details filled in. Events in the same series let you invite past attendees in a couple of clicks.
Only the event's owner can cancel or reschedule it.
Ready to List an Event?
Jump into your dashboard and publish your event in a few minutes.
Create an EventRelated Guides
Still Getting Stuck?
If you're having trouble setting up or managing an event, we're here to help.
Get HelpReady to host your first event?
List your event in minutes, track RSVPs and attendance in real time, and keep your community coming back for the next one.
