Setting up an event

Gathering supporters helps build meaningful relationships. Create event pages for house parties, large conferences, or even digital hangouts. Accept RSVPs, fill volunteer shifts, sell tickets, and track attendance.


Create a new event

Usually, you’ll want to create an event within a calendar. When a calendar page has been created, go to Events & subpages and click “New event.”

Calendar subnav

Alternatively, from the Website section, you can click “+New page.”


Basic event settings

1. Under Event settings > Basics begin by entering the venue name.  

Event settings venue

2. Enter the time for the event. The length can be entered in hours, minutes, or days. Set the time zone for the location.

Event settings time

3. Limit attendees by entering a maximum capacity. This will cap the number of RSVPs allowed. If you enter “0” there is no limit to the people who can RSVP. Use the “Additional # of RSVPs” to add a number of offline RSVPs to the total capacity.

Event settings capacity

4. A contact person can be an invaluable helper on the day of the event. Enter the contact person’s name, email address, and phone number. You can choose to have this information hidden on the public event page by checking the boxes “Don’t publish contact email address/phone number.” Consider assigning RSVPs to the contact person under Event settings > Advanced.

Event settings contact person

5. Click the “Save settings” button at the bottom of the page before continuing. If you make changes without saving, they will be lost.

Save settings

Under Event settings > Basics there are a series of checkboxes on the side of the page that will affect the complexity of your event settings. These include:

Setting Description
Sell Tickets  Sell tickets for this event. Edit ticket levels at Event settings > Tickets.
Accept RSVPs Allows people to RSVP for the event.
Allows guests +1 RSVPs can enter the number of guests they will bring to the event. The total group number will be deducted from the maximum capacity.
Show who RSVP'd The profile photo and name of each RSVP will be shown in a stream on the public event page.
Ask to sign up for shifts Ask RSVPs to sign up for shifts during the event. Edit shifts at Event settings > Shifts. 
Ask for volunteers Ask RSVPs if they want to volunteer. All RSVPs will be directed to a volunteer signup page after RSVPing.
Assign staging locations to RSVPs Turns on staging locations for RSVPs. Set up staging locations at Settings > Political > Staging Locations. You must have the voter addon in your nation for this feature. Staging locations need to be added to RSVPs manually.
Don’t list this event on the website Track RSVPs and attendance from the control panel, but don’t display the event on the website.

Location

Enter the venue’s address under Event settings > Location. Include the venue name, street, city, state, zip code, and country. An exact address will generate a Google map that is included in the event page and the overall calendar page, if your event is part of a calendar. 

You may check "Override latitude and longitude" to input your own information. Once checked, two text boxes will appear to enter the new latitude and longitude. 

Event location override

Click "Save location" to save your settings. 

Save location


Ticketed events

To sell tickets through your nation you must first check the box “Sell tickets” at Event settings > Basics.

Sell tickets unchecked

When the box is checked, two drop down menus appear. First, select the donation or invoice page the visitor will use to process the payment. We recommend you create a new page for selling tickets.

Ticket drop downs

The second menu selects a tracking code for the transactions to monitor how much money you have collected through ticket purchases. If both the event page and the payment pages have tracking codes, only the tracking code from the payment page will be added to the ticket sale.

Click the yellow “Save settings” button at the bottom of the page before creating the ticket levels.

Save settings

Configure your ticket level prices under Event settings > Tickets.

1. Name the ticket level in the Name text box, ie “Individual” or “VIP”.

Name ticket level

2. Write an optional description of the ticket level in the Description text box. This will display under the ticket price on the public event page.

Description ticket level

3. Enter a ticket price. This must be a positive amount. It is not possible to sell tickets for a free event.

Amount ticket level

4. Indicate how many tickets a ticket level purchases. This is best used when you are giving a discounted rate for couples or group tickets.

Number ticket level

5. Click Save

To delete any existing ticket levels, click on Trash icon next to the name under “Current Ticket Levels.”

Current ticket levels

If you plan to sell tickets outside your nation you can accept RSVPs for your event and send people to a third party website to purchase tickets. To do this, do not check the box next to “Sell tickets” at Event settings > Basics. Then under Event settings > Tickets indicate the URL where your RSVP can purchase tickets. You are also able to enter the price for the tickets in the “Ticket price” text box.  


Hosts

Further refine your event by adding hosts under Event settings > Hosts. To add a host for the event, the person must already have a profile in the People section.

1. Click on the drop down menu. A blank search box will appear.

2. Enter in the name, email, or twitter handle of the person you wish to add as host.

Host enter info

3. Click Add host

Add the host(s) to a list by selectingAddition icon . To remove a host from the event, click onTrash icon .

Host current

If an RSVP selects a host, the host will be listed as the RSVP’s recruiter on that person’s profile.


Volunteers & shifts

Volunteers can play a critical role in ensuring your event runs smoothly. Recruit volunteers for your event using a volunteer signup page or by creating volunteer shifts. Note that if this is a ticketed event, volunteer options are not displayed on your public event page. 

To use a volunteer signup pageselect the “Ask for volunteers” checkbox under Event settings > Basics and click “Save settings.”

Anyone who visits your event page will see a checkbox labelled “I want to volunteer.” If this box is checked, the RSVP will be directed to your default volunteer page. Set this default under Website > Pages > Defaults. It is a good idea to add a role to your volunteer page specific to the event.

I want to volunteer

You may also ask RSVPs to sign up for shifts during the event:

1. Create the shifts by checking the “Ask to sign up for shifts” checkbox at Event settings > Basics.

2. Click “Save settings” at the bottom of the page.

3. Add shifts under Event settings > Shifts.

4. Enter the time the shift starts.

Event shift when

5. Enter the duration of the shift in hours or minutes.

Event shift duration

6. Include a goal for how many people you want to sign up.

Event shift goal

7. Click Save

Edit any shift by clickingEdit button . Delete a shift by clicking onTrash icon .


Connect a Facebook or Meetup event

You can sync any existing Facebook event to a NationBuilder event page. Before connecting the two, double check that the settings for the Facebook event are public and that all the information is the same.

Connect at Event settings > Social.

1. Select the “Click here to allow us to manage your Facebook events” to authorize your Facebook account. This message will appear only the first time you connect a Facebook event from your account. Before you click the button, you may want to log out of Facebook. This will allow you total control over what Facebook account you authorize. After clicking, a prompt to login to Facebook will appear. Once you log in you will be returned to the control panel for the next step. 

Click here to allow us to manage your Facebook events

2. Copy the URL of your Facebook event and enter it into the textbox. It should be in the format of “http://www.facebook.com/events/23020838472/.”

Event Facebook URL

3. Click the yellow “Connect to an existing Facebook event” button.

Connect to an existing Facebook event

Once the event is connected, a confirmation page appears.

By default, the control panel user who connected the Facebook event will receive email notifications when someone RSVPs on Facebook. If you would not like to receive email notifications, uncheck the box and click “Save Facebook settings.”

Event after connected to Facebook

Any person that RSVPs on Facebook will be pulled into your nation on a daily basis. Click “Disconnect Facebook event” to remove it. No additional RSVPs will be pulled from Facebook, though existing RSVPs will remain.

Meetup events can also be connected to your nation. Enter the Meetup event’s URL in the indicated textbox and click “Connect to an existing Meetup event.” RSVPs from Meetup will be pulled into your nation on a daily basis. You can disconnect the event at any time by clicking the “Disconnect” button.

Meetup event sync


RSVP & attendee settings

Under Event settings > Advanced you are able to set a followup, assign membership, and add tags to any person who has either RSVPed or attended. You may also assign a point person to anyone who RSVPs, if a point person does not already exist for that person’s profile.

Event settings advanced

A tag is the key resource for tracking people connected to a specific event. Once an event occurs, a unique tag is the best way to find RSVPs and attendees within your people database.

RSVP tags

We recommend you have a system of tagging in place for each event. For example, tag the RSVPs with “Event - 07/30/2015 - RSVP” and the Attendee with “Event - 07/30/2015 - Attendee.” Filter using the tags and you can pull up the entire list of RSVPs based on the tag.

Filter RSVPs

You’ll also be able to find anyone who RSVP’d, but didn’t attend.

Filter RSVPs without Attendees

Track people who have attended multiple events by pulling up the event-specific tags.

Filter attendees multiple


Tracking RSVPs & attendees on event day

See the complete list of RSVPs at Event settings > RSVPs. You can quickly add a new RSVP, track if an RSVP has paid for a ticket, print a PDF of the total list, and download a csv file of the RSVPs.

Event settings RSVPs

Every RSVP will display an individual’s name, number of guests, staging location, ticket information, recruiter (or host), point person, and if they RSVP’d on social media.

Event RSVP list

Clicking Addition icon adds the RSVP to a list. Click Edit icon to edit any element of an individual’s RSVP. Clicking Trash icon cancels an RSVP.

Mark a RSVP as having attended the event at Event settings > Attendees. Update the attendee list during an event by check the box next to the RSVP’s name and clicking the “Update Attendees” button.

Mark attended

Any tags, memberships, or followers you created under Event settings > Advanced for attendees will be activated when an individual is marked as having attended.

You can independently track those who RSVP’d and attended, and those who RSVP’d but were not present at the event.


Cloning events

Cloning can be useful when an event happens regularly within your community. Clone an event at Event settings > Clone. An event can be cloned once, daily, weekly, monthly (by date), monthly (by day of week), and yearly.

Be sure that the original event has completely correct information before you clone an event. Everything, including hosts, ticket levels, and times will be cloned. The only information that is not carried over is RSVPs and attendees.

It is not possible to update cloned events as a set. If you need help deleting cloned events, please email help@nationbuilder.com.


When the page expires

Since events exist in time, event pages will expire the morning after an event took place. When this happens, the page status in Settings > Page settings will change from “published” to “expired.”

Status expired

An expired page will be hidden from the site, but it can still be found via search. Take note that users can still RSVP on that page, even if the event has passed.

Turn off RSVPs for past events by changing the page’s status to “deleted.” This will remove the page completely from your site, but it will remain accessible to you in the control panel.

Alternatively, if you do not want to delete the page, you can uncheck “Accept RSVPs” under Event settings > Basics. This will keep the page accessible via search, but people will no longer be able to RSVP for the event.


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