Events Overview

All plans

An event is the heart of ARTSVP: one bookable happening with its own dates, capacity, tickets, and public booking page. A private view, a press morning, a month of timed entry — each is an event, and the Events area lists every one in your current space.

The life of an event

An event begins as a draft, visible only to your team, while you shape its schedule, tickets, and page. Publish it and it goes live: guests can see it, book it, and start appearing on its guest list. Once its dates have passed it becomes a past event. Archive event tucks it out of your active lists without deleting anything (and you can Unarchive event later). Cancel event calls the occasion off: bookings stop, and live bookings are cancelled.

Upcoming published events also carry a countdown — “Today”, “Tomorrow”, “In 5 days” — and show “Live” while the event is underway.

Inside an event

Open any event and its pages line up in the sub-navigation:

Most days have a rhythm to them: build in Settings, share from Promote, watch Guestlist, and read Insights once the dust settles.

Starting, repeating, retiring

• New Event opens the create-event wizard — a guided path from blank page to published. See Creating events.
• Duplicate event, from the event card menu, copies an event’s whole setup into a new draft. A monthly private view or a recurring fair format only needs building once.
• Archive event retires an event from your active lists without deleting anything. Archiving does not cancel existing bookings or notify guests. Archived events appear under Events → Archived (on narrow screens, look in More views). Open the event card menu to reach Guestlist — not available on drafts — or choose Unarchive event to bring it back.

Cancelling an event

Cancel event is for a published or past event that will not go ahead. It does not appear on drafts, archived events, or an event you have already cancelled. After you confirm, the event stops accepting bookings, its live bookings (confirmed, waitlisted, and register-interest requests you haven’t answered) are cancelled, scheduled reminder emails stop, and it sits under the Cancelled tab on Events. Requests you already rejected stay as they are.

On Events, open the event card menu and choose Cancel event. When anyone it could email has an email address, cancelling takes three steps:

1. Guests shows the event you are cancelling and how many live bookings it has, and asks whether to email your guests: Yes, write them a message or No, cancel without emailing. A Yes emails the booker on each live booking and the guests on confirmed bookings who have their own email address. Under Also email, tick Invited guests who haven’t replied or Guests who declined to email them too. Each box shows how many it adds.
2. Message is the email, sent from your organisation to everyone step 1 chose. Edit the subject and message, and use Personalise to insert variables such as the guest’s name. If you choose not to email, this step drops out and Confirm becomes step 2.
3. Confirm lists exactly what will happen and shows the Message on the event page, which everyone opening the event, a booking link or an invitation will see. Click it to change it. Type the event name, then choose Cancel event and email your bookers (Cancel event and send when anyone else is emailed too), or Cancel event if you chose not to email. The counts follow the Also email boxes.

When nobody can be emailed, only the Confirm step appears. Nothing changes until you confirm: Keep event, Back or closing the window leaves the event as it is. Afterwards, the confirmation says how many bookings were cancelled and how many emails are on their way. Guests’ replies go to your organisation’s support email.

Invitations stay as they are. Anyone who opens an invitation to a cancelled event lands on its page, which shows your cancelled message. Past the bookers, everyone gets one email per address: a guest at their booker’s address, or an invited guest who also booked, gets only the booking’s email. A guest on a booking gets their booking’s details with their own name. Invited and Declined guests are emailed only when you tick their box, and anyone who unsubscribed from your invitations gets none. Pending guests, and invited guests without an email address, aren’t emailed, and Confirm says how many there are. Guests your partners invited through a portal aren’t emailed either. Personalise variables that belong to a booking, such as its reference, stay blank for invited guests; the event’s name and start fill in. To change the message on the event page later, open the event’s Settings → Advanced → Messaging → Cancel Messages → Event is cancelled.

A cancelled event is unpublished for good. It can’t be published again, and it takes no new bookings, even from a booking page someone still had open. To run the same event again, Duplicate event and publish the copy.

The public page, every booking link, and every invitation show that cancelled message. Web tickets stay the same size, tagged Cancelled, with nothing to scan. Partners see the event as Cancelled and cannot invite or copy a link for it. See Bookings, ONE Pass, Invitations, and Using Your Portal.

One thing to be aware of: cancelling cannot be undone, bookings without an email address are cancelled without a message, and refunds are never automatic. Issue any refunds from your Stripe dashboard. Archiving is the reversible choice when you only want the event out of your active lists.

Keep reading: Creating events · Dates and availability · Publishing and sharing · Insights