Creating Events

Ready to host? Here's how to create great events.

Creating Your First Event

Step 1: Basic Info

Click Create Event and enter:

Title — Make it clear and catchy
Description — What players can expect
Game(s) — What you'll be playing

Step 2: Date & Time

Set when your event happens:

Choose date and start time
Optionally set an end time
Consider time zones for your attendees

Step 3: Location

Choose where you'll meet:

Enter an address (using our autocomplete)
Choose whether to show the full address publicly or only after RSVP approval

Step 4: Capacity & Settings

Configure your event:

Max Players — How many can attend
Require Approval — Review RSVPs before confirming
Visibility — Public, friends only, or private

Event Visibility Options

Setting	Who Can See	Who Can RSVP
Public	Anyone	Anyone
Friends Only	Your friends	Your friends
Private	Only invited	Only invited

Managing RSVPs

Approval Workflow

If you enable "Require Approval":

Users request to RSVP
You review their profiles
Approve or decline each request
Approved users get full event details

Managing Attendees

From your event's Manage page:

View pending, approved, and declined RSVPs
Remove attendees if needed
Add back removed users

Event Updates

Keep your attendees informed:

Go to your event page
Post an update in the comments
All attendees will be notified

Use updates for:

Schedule changes
Location updates
What to bring reminders
Last-minute info

Cancelling an Event

Sometimes things don't work out:

Go to your event
Click Edit → Cancel Event
Confirm cancellation
All attendees are automatically notified

Important: Cancelled events appear in your history but are marked as cancelled.

Event Limits

Free accounts can have 1 active event at a time.

Premium accounts get unlimited active events.

An event is "active" if it's scheduled for the future and not cancelled.

Tips for Great Events

Writing Good Descriptions

Include:

What game(s) you'll play
Experience level expected
What to bring
House rules or expectations
Parking or access info

Setting the Right Capacity

Consider:

Space available
Game requirements (4 players for Catan, 5-6 for D&D)
Your comfort level as host

Managing Approval

Check profiles before approving:

Do they have a complete profile?
What's their experience level?
Do they have positive ratings?

Paid Events

You can mark events as paid:

Set the amount
Choose payment method (cash, Venmo, etc.)
Add payment instructions

Note: GatherRound doesn't process payments — you handle this directly with attendees.