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Use chapter events to create useful learning experiences for students at your campus. This guide covers the operating flow from idea to follow-up.

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What you need

Before you start, make sure you can access the chapter workspace and create events for your chapter. Ask your chapter lead or communityX Community Manager for access if you cannot see the event-creation option. Have these details ready:
  • The event goal and intended audience.
  • A chapter team member who owns the event.
  • The date, start time, end time, and timezone.
  • The venue address or joining link.
  • Any approved speaker, partner, prize, or college requirement.

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Before you create an event

Agree on the outcome, audience, and owner before you start the event setup. An event should have one clear learning or community goal. Prepare the following:
  • A short title that explains the topic or activity.
  • The format: online, in person, or hybrid.
  • A description that tells attendees what they will learn, do, or bring.
  • The chapter team member responsible for each event operation.
For events with a speaker, partner, prize, or college requirement, confirm those details before you publish. Do not promise a benefit that is not confirmed.

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Create and publish an event

1

Start a new event

Open the chapter workspace and select the option to create an event. If you lead more than one chapter, select the chapter that will own the event.
2

Add the event details

Enter the title, format, schedule, location, description, and any registration instructions. Use the same timezone in every event message.
3

Review before publishing

Check the publish checklist. Ask another team member to review high-impact events, such as hackathons or partner events.
4

Publish and share

Publish the event when all required details are ready. Open the published event to confirm that the page and registration instructions are correct. Then share its link through your approved chapter channels and give students enough time to register.

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Publish checklist

Before you publish, confirm that attendees can answer these questions from the event page:
  • What is this event about?
  • Who is it for?
  • When and where does it happen?
  • How do I register or join?
  • What should I prepare?
  • Who can I contact for help?

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Manage registrations and changes

Review registrations regularly. Use the attendee list to identify capacity issues, unanswered questions, and people who need event information.

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When registrations change

If your event uses a capacity, deadline, eligibility rule, or waitlist, explain the rule on the event page before people register. Review the attendee list often enough to respond to questions and capacity issues before the event.

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When event details change

Update the event page first. Then notify registered attendees with the change, what they need to do, and where to find the latest details. For a cancellation, communicate as early as possible and explain the next step, such as a new date or a refund process where relevant. Use the following response for common situations:
Do not share attendee contact details, attendance records, or application responses outside the people who need them to operate the event.

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Run the event

Use this checklist on the day:
  • Confirm that the host, speaker, venue, and equipment are ready.
  • Open check-in before the advertised start time.
  • Welcome attendees and set expectations for respectful participation.
  • Share the agenda, support contact, and any required links.
  • Record attendance using the chapter’s approved process.

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Close the event

Within a few days, record the final attendance using your chapter’s approved process. Collect feedback and share any promised resources. Note what worked, what did not, and what you would change next time. Keep this handover information with the chapter so the next team can build on it.

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Next steps