📅 Events Guide

Finding Events

There are several ways to discover events on GatherLogic:

• Group pages: Visit a group's page to see all their upcoming events.
• Events page: Browse the Events page to see events across all groups.
• My Groups: Check your My Groups page for events from groups you've joined.
• Email notifications: Get notified when new events are created in your groups.

RSVPing to Events

Reserving your spot at an event is easy:

1. Find an event: Browse events from your groups or the events page.
2. Click on the event: View the full event details.
3. Click "RSVP": Confirm your attendance.
4. Check your confirmation: You'll see your RSVP status on the event page.

Changing Your RSVP

Plans change! You can update your RSVP at any time:

• Return to the event page and change your response.
• If you can no longer attend, please update your RSVP so others can take your spot.

Calendar Integration

Sync GatherLogic events with your favorite calendar applications:

Interactive Calendar View

GatherLogic provides an interactive calendar to visualize your events:

• Month navigation: Browse events by month
• Event indicators: See which days have events scheduled
• Quick access: Click on any event to view details
• Draft events: Organizers can see draft events in the calendar view

Add a Single Event to Your Calendar

You can add an individual event to your personal calendar with one click. This is different from subscribing to a group's full calendar feed—it adds just that one event.

Where to Find It

The "Add to Calendar" buttons appear on the event page, the events list, and the group's events page after you've RSVP'd to an active event.

Supported Calendars

• Google Calendar: Opens Google Calendar with the event details pre-filled
• iCal: Downloads an .ics file you can open in Apple Calendar or any iCal-compatible app
• Outlook: Opens Outlook Calendar with the event details pre-filled
• Yahoo: Opens Yahoo Calendar with the event details pre-filled

iCal Subscription Feeds

Subscribe to your group's events in your favorite calendar app:

What is iCal?

iCal (iCalendar) is a standard calendar format supported by most calendar applications including Google Calendar, Apple Calendar, Outlook, and more.

Subscription Links

On the group page, you'll find subscription links for:

• Google Calendar: One-click subscribe to Google Calendar
• Outlook Calendar: Subscribe with the group name pre-filled
• Apple Calendar: webcal:// link for direct subscription
• Copy Link: Copy the iCal URL to use with any calendar app

How to Subscribe

1. Go to your group's page
2. Find the Calendar section
3. Click your preferred calendar icon (Google, Outlook, Apple, or Copy)
4. Follow the prompts to add the calendar to your app

Automatic Updates

• Calendar sync: Your calendar app will periodically check for updates
• New events: Automatically appear in your calendar when created
• Event changes: Updates sync to your calendar when organizers modify events

Event Display in Your Timezone

Events in the iCal feed are displayed in your local timezone based on your account settings or device timezone. This ensures you see event times correctly regardless of where the event is hosted.

Managing RSVPs (Organizers)

As an event organizer or co-organizer, you have powerful tools to control event attendance through RSVP status and limits.

RSVP Status Control

You can toggle RSVP availability for your events:

• Open (Default): Any group member can RSVP to the event
• Closed: No new RSVPs accepted - existing RSVPs remain valid

RSVP Limits

Set a maximum number of attendees to manage venue capacity or create exclusive events:

• Unlimited (Default): No restriction on attendance
• Limited: Specify a numeric maximum (e.g., 50 attendees)
• Progress Tracking: See current count vs. limit (e.g., "42 / 50 RSVPs")

How to Manage RSVP Settings

1. Navigate to the event page and click "Manage RSVPs" in the attendees section
2. Locate the RSVP Settings panel (only visible to organizers/co-organizers)
3. Adjust settings:
   • Toggle RSVP status between "Open" and "Closed"
   • Set RSVP limit (leave empty for unlimited)
4. Click "Save Settings" to apply changes

What Attendees See

Based on your RSVP settings, attendees will see different messages:

• RSVP Button: When RSVPs are open and under limit
• "Sold Out": When the RSVP limit is reached
• "RSVPs Closed": When RSVP status is set to closed

Important Notes

• Existing RSVPs Protected: Users who already RSVP'd can always un-RSVP, even when RSVPs are closed or sold out
• Automatic Updates: When someone un-RSVPs from a sold-out event, a spot becomes available
• Visual Indicators: Status badges show current settings (Open/Closed, Limited/Unlimited)

Removing Other Users' RSVPs

Organizers can remove other members' RSVPs from events when necessary:

• When to use: When a member can no longer attend or RSVPs inappropriately
• How to remove: Go to the event attendees page and click "Remove RSVP" next to the member
• Notification: The member will receive an email notification that their RSVP was removed
• Re-RSVPing: The member can RSVP again if the event is still open and under the limit

Virtual Events

Many groups host online events that you can join from anywhere:

How Virtual Events Work

1. RSVP to the event: Just like in-person events.
2. Get the meeting link: After RSVPing, you'll see the virtual meeting link on the event page.
3. Join at the scheduled time: Click the link to join the video call.

Tips for Virtual Events

• Test your audio and video before the event starts.
• Find a quiet space with good lighting.
• Join a few minutes early to troubleshoot any technical issues.
• Mute yourself when not speaking to reduce background noise.

Hybrid Events

Hybrid events combine the best of both worlds - they have both a physical location and a virtual component, allowing attendees to participate in person or online:

How Hybrid Events Work

1. RSVP with preference: When you RSVP, you can choose whether you'll attend in person or virtually.
2. Get appropriate access: Based on your choice, you'll either see the physical location details or the virtual meeting link.
3. Join your way: Attend at the venue or join the video call, depending on your selection.

Hybrid Event Benefits

• Maximum flexibility: Attendees can participate regardless of location or circumstances.
• Wider reach: People who can't travel can still join and participate.
• Adaptable planning: Events can proceed even if weather or other factors affect in-person attendance.
• Detailed RSVP tracking: See separate counts for in-person and virtual attendees to help with planning.

Tips for Hybrid Event Attendees

• Choose your format wisely: Consider travel time, comfort level, and the nature of the event.
• For in-person attendees: Follow the same tips as regular in-person events (arrive early, introduce yourself, etc.).
• For virtual attendees: Follow virtual event tips (test audio/video, find a quiet space, join early).
• Be flexible: Some hybrid events may have different experiences for in-person vs. virtual participants.

RSVP Tracking for Organizers

As an organizer, you'll see detailed RSVP breakdowns for hybrid events:

• Separate counts: The event page displays distinct counts for in-person and virtual attendees.
• Visual indicators: Color-coded badges show 📍 for in-person and 💻 for virtual attendees.
• Planning insights: Use these counts to plan venue capacity, virtual meeting setup, and materials.
• Attendee list: The attendees page shows who's coming in-person vs. virtually.

In-Person Events

Meeting face-to-face is a great way to build connections:

Before the Event

• Check the event location and plan your transportation.
• Note any special instructions (parking, entrance, etc.).
• Look for the organizer's contact info in case you need to reach them.

At the Event

• Arrive on time or a few minutes early.
• Look for the group organizer or signs indicating the meetup location.
• Introduce yourself to others—everyone is there to meet new people!

Creating Events (Organizers)

If you're a group organizer or co-organizer, you can create events:

1. Go to your group page: Navigate to the group where you want to create an event.
2. Click "Create Event": Find this button on the group page.
3. Fill in the details:
   • Title: A clear, descriptive name for the event.
   • Date and time: When the event will take place.
   • Location: Physical address, virtual meeting link, or both for hybrid events.
   • Description: What attendees can expect, what to bring, etc.
4. Publish the event: Make it visible to group members.

Event Best Practices

• Be specific: Include all relevant details so attendees know what to expect.
• Notify members: Send the new event notification once details are finalized so members know about it.
• Update if plans change: If the event details change, update the event page promptly.
• Follow up: After the event, consider sharing photos or a recap.

Creating Hybrid Events

Hybrid events require extra planning but offer maximum flexibility:

• Choose the hybrid format: Select "Hybrid" when creating your event to enable both location and virtual meeting fields.
• Provide clear details: Specify both the physical location and virtual meeting link.
• Set expectations: In your description, explain what attendees can expect from each format (in-person activities vs. virtual participation).
• Consider logistics: Plan how in-person and virtual attendees will interact and participate equally.
• Test technology: Ensure your virtual meeting setup works well and can accommodate both formats.

Event Description Editor

GatherLogic includes a powerful event description editor with helpful features:

• Rich Text Formatting: Use bold, italic, lists, and links to make your descriptions more engaging.
• Character Counter: Real-time character count shows "1,234 / 16,000 characters" as you type.
• Color-Coded Warnings: The counter changes color as you approach the limit:
  • Gray: Safe (0-80% of limit)
  • Yellow: Warning (80-90% of limit)
  • Red: Near limit (90%+ of limit)
• Extended Character Support: Full support for international characters, accented letters, and symbols (á, é, ñ, €, ©, etc.).

Managing Events (Organizers)

As an organizer, you have full control over your events:

Event Publishing

Control when your event becomes visible to group members:

Draft vs. Published Events

• Draft Events: Only organizers can see draft events while you're planning details
• Published Events: Visible to all group members who can RSVP and see event details

Publishing an Event

1. Create your event with all details (title, description, date, location, etc.)
2. Save it as a draft to review or come back later
3. When ready, click "Publish Event" to make it visible to members
4. After publishing, you'll be prompted to send a new event notification (you can also skip and send it later)

Event Notifications

Keep your members informed about your events:

New Event Notifications

• You decide when to send: After you create an active event or publish a draft, you're taken to a prompt where you can choose to "Send Notifications Now" or "Skip for Now." New event notifications are never sent automatically.
• Send later: If you skip the prompt, you can still send the notification later from the event page.
• One time only: The new event notification can only be sent once per event.
• Who receives: An email is sent to all group members who have an email address on file and have not opted out of new event emails.

Event Change Notifications

• What triggers them: Notifications are sent automatically when you change an active, upcoming event's date/time, location, virtual link, or event type.
• Who receives: Members who have RSVP'd to the event, plus the group's organizers.
• Other edits: Editing other details (such as the title or description) does not trigger a notification.

Notification Best Practices

• Be timely: Send your new event notification once event details are finalized.
• Keep details accurate: Update the date/time, location, or event type as soon as plans change so RSVP'd members are notified.
• Be clear: Include all necessary information in the event description before notifying members.

Editing Events

You can update event details at any time by clicking "Edit" on the event page. Changes to the date/time, location, virtual link, or event type automatically notify RSVP'd members and organizers; other edits do not send a notification.

Canceling Events

If you need to cancel an event:

1. Go to the event page.
2. Click "Cancel Event."
3. All RSVPed members will be notified of the cancellation.

Viewing Attendees

You can see who has RSVPed to your event on the event page. This helps you plan for the right number of attendees.

Event Photos

Capture and share memories from your events with photos:

Uploading Photos

You can upload photos to an event page using drag-and-drop or the file browser:

1. Click "Add photos": Find this button on the event page below the event details.
2. Select your photos: Drag and drop images into the upload area, or click "Browse Files" to select from your device. You can select multiple photos at once.
3. Review your selection: The selected files will be listed before uploading. You can remove individual files if needed.
4. Click "Upload": Submit your photos to the event page.

Photo Limits and Requirements

• Maximum 5 photos per event: Each event can have up to 5 photos. This includes photos already uploaded by other members.
• Accepted formats: JPEG, PNG, GIF, WebP, or AVIF images are supported.
• Maximum resolution: 4096×4096 pixels (images larger than this will be rejected)
• File size limit: Each photo must be within the group's configured maximum image size (shown in the upload area).
• No duplicates: The system automatically detects and prevents duplicate photo uploads.

Event Photo Guidelines

For the best results when uploading event photos:

• Content recommendations:
  • Show people engaged in activities
  • Include venue or location shots
  • Capture group interactions and moments
  • Ensure good lighting and clear focus
• Aspect ratio flexibility:
  • Photo gallery images can be any aspect ratio (landscape, portrait, or square)
  • The gallery will display photos in their original proportions
  • Choose the aspect ratio that best captures each photo's subject
• Technical tips:
  • WebP format recommended for faster loading
  • Keep file sizes reasonable for quick uploads
  • Avoid excessive compression that reduces quality

Who Can Upload Photos

• Organizers: Can upload photos to any event at any time (before or after the event).
• Members: Can upload photos to past events within 30 days after the event date.

Viewing Photos

Click on any photo to view it in a larger lightbox view.