EventsManager

Managing Events

This guide covers everything you need to know about creating, editing, and managing events in Events Manager.

Event Lifecycle

Events in the system go through several stages:

1. Planning - Initial planning phase
2. Confirmed - Event is confirmed and scheduled
3. Active - Event is currently happening
4. Completed - Event has finished
5. Cancelled - Event was cancelled

Creating an Event

Basic Information

When creating an event, you’ll need to provide:

Required Fields:

• Event Name: Clear, descriptive title
• Start Date: Event start date
• End Date: Event end date (must be same day or after start date)
• Location: Physical address or “Virtual” for online events
• Priority: High, Medium, or Low
• Type: Select from available types
• Goals: What you want to achieve (select multiple)

Optional Fields:

• CFP Deadline: If accepting talk submissions
• CFP Link: URL to submission form
• Event Link: URL to event website
• Notes: Additional details, agenda, or special instructions
• Status: Defaults to “Planning”

Event Types

Choose from the following event types:

• Conference: Large multi-day events
• Meetup: Local community gatherings
• Workshop: Hands-on training sessions
• Webinar: Online presentations
• Summit: High-level strategic meetings
• Hackathon: Coding competitions
• Trade Show: Exhibition events
• Other: Custom event types

Event Goals

Select one or more goals for your event:

• Community Building: Grow and engage community
• Lead Generation: Attract potential customers
• Brand Awareness: Increase visibility
• Product Launch: Announce new products
• Education: Share knowledge
• Networking: Connect professionals
• Recruitment: Attract talent
• Partnership: Build relationships

Priority Levels

Set the priority to help with planning and resource allocation:

• High: Critical events requiring immediate attention
• Medium: Important events with moderate priority
• Low: Nice-to-have or exploratory events

Editing an Event

1. Navigate to the event you want to edit
2. Click the Edit button
3. Update the fields you want to change
4. Click Save Changes

Edit Permissions

• Event Creator: Can edit their own events
• Admins: Can edit any event
• Reviewers: Read-only access unless they’re the creator

Edit History

All changes to events are tracked. View the edit history by:

1. Opening the event details
2. Clicking View History
3. See who made changes and when

Deleting an Event

⚠️ Warning: Deleting an event is permanent and cannot be undone.

To delete an event:

1. Open the event details
2. Click the Delete button
3. Confirm the deletion

Note: Only event creators and admins can delete events.

Event Details View

The event details page shows:

Overview Section

• Event name and status badge
• Dates and location
• Priority indicator
• Quick actions (Edit, Delete, Share)

Information Tab

• Full event description
• Goals and objectives
• Links to CFP and event website
• Creator information

CFP Submissions Tab

• List of all submissions for this event
• Submission status indicators
• Quick review actions

Attendees Tab

• List of registered/confirmed attendees
• Contact information
• Add new attendees

Assets Tab

• Files associated with the event
• Upload new assets
• Download existing files

Activity Tab

• Recent activity on this event
• Edit history
• Comments and notes

Adding Attendees

1. Open the event details
2. Go to the Attendees tab
3. Click + Add Attendee
4. Fill in attendee information:
   • Name (required)
   • Email (required)
   • Role (e.g., Speaker, Organizer, Attendee)
   • Notes (optional)
5. Click Add

Attendee Roles

Common attendee roles:

• Speaker: Presenting at the event
• Organizer: Organizing the event
• Sponsor: Sponsoring the event
• Attendee: General participant
• Staff: Event staff member
• VIP: Special guest

Bulk Operations

Importing Events

You can import multiple events from a CSV file:

1. Navigate to Events
2. Click Import CSV
3. Download the template if needed
4. Upload your CSV file
5. Review and confirm the import

CSV Format:

name,start_date,end_date,location,priority,type,goal,status,notes,cfp_deadline,cfp_link,link
"My Event","2025-06-01","2025-06-03","San Francisco, CA","High","Conference","Community Building","Planning","Great event","2025-04-15","https://cfp.example.com","https://event.example.com"

Exporting Events

Export events to CSV for reporting or backup:

1. Navigate to Events
2. Apply any filters you want
3. Click Export
4. Choose format (CSV or Excel)
5. Download the file

Event Notifications

You’ll receive notifications for:

• Event Updates: When someone updates an event you created or are attending
• CFP Deadlines: Reminders before CFP deadlines
• New Submissions: When someone submits to your event
• Status Changes: When event status changes
• Comments: When someone comments on your event

Configure notification preferences in your Profile settings.

Collaboration

Sharing Events

Share event details with team members:

1. Open the event
2. Click the Share button
3. Copy the event link
4. Send to colleagues

Event Comments

Add comments to discuss events:

1. Open the event details
2. Scroll to the Comments section
3. Type your comment
4. Click Post

Comments are visible to all users who can view the event.

Best Practices

Event Naming

• Use clear, descriptive names
• Include year for recurring events (e.g., “KubeCon 2025”)
• Avoid abbreviations unless widely known

Event Planning

• Create events as early as possible
• Set realistic deadlines
• Keep information up to date
• Add CFP links promptly
• Track attendees consistently

Documentation

• Upload relevant files to the Assets section
• Keep notes detailed and current
• Document important decisions
• Save post-event reports

Status Updates

• Update status as the event progresses
• Move to “Completed” promptly after the event
• Cancel events as soon as known

Troubleshooting

Can’t Edit an Event

• Verify you’re the event creator or an admin
• Check that you’re logged in
• Event might be locked by an admin

Can’t Delete an Event

• Only creators and admins can delete
• Event might have dependencies (submissions, attendees)
• Contact an admin if you need help

Missing Fields

• Some fields may be hidden based on event type
• Refresh the page if fields don’t appear
• Check browser console for errors

Next Steps

• Learn about CFP Submissions
• Managing File Uploads
• Understanding Approval Workflows

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Need help? Check the FAQ or contact your system administrator.

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