Creating an Event

Create an event in Vega: fill in details, spaces, ticketing, volunteers, and publish—includes required admin permissions and a step-by-step checklist.

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Create an Event

Build your first event from scratch: details, date, space, and publishing.

Events are the core of Vega. This guide walks you through creating an event from start to finish.

Prerequisites

  • You must be signed in to the Vega admin dashboard
  • You need the Manage Events or Request Events permission (ask your organization admin if you’re unsure)

Step-by-Step

1. Click Create, then Event

Click the purple + Create button at the top of the sidebar (it’s there on every page), then choose Event. This opens the event editor.

The editor has a list of sections on the left. Event Details is under General. Optional extras such as Tickets & Registration and Volunteers are listed under Add-ons. Your work on Event Details saves automatically as a draft, so nothing goes public until you publish.

Empty event creation form with a live event preview

2. Fill In Event Details

  • Event name: A clear, descriptive name for your event
  • Schedule: Set the start and end date and time, or turn on All day event
  • Location: Choose On-Site to pick one of your spaces, or Address to enter a custom location
  • Privacy: Choose who can see the event:
    • Public events publish to the community page or externally linked calendar.
    • Private events stay within the organization.
    • Confidential is for sensitive meetings. Everyone else sees the room as Reserved. Only you, owners, and members of the selected groups see the title, description, and attendees. If you don’t see this option, it hasn’t been turned on for your organization yet.
  • Description: Add a rich-text description with formatting, images, and links
  • Event images: Upload a cover image that appears on the event page

Event form with the name, dates, and times filled in

Scroll down to see additional options for spaces, groups, privacy, and internal notes.

Lower portion of the event form with the description, groups, and privacy options

💡 Tip

Write your event description with attendees in mind. Include details like parking information, what to bring, and any age restrictions.

3. Add Spaces

With Location set to On-Site, use the Spaces field to assign one or more of your spaces so attendees know where to go.

Adding a space to an event

4. Add Admins and Collaborators

Add team members who can help manage the event in the Admins field. If your organization has Internal notes instead, use it to leave notes for approvers and staff, and tag teammates with @ to notify them. Internal notes are never shown to attendees.

Adding an admin to the event

5. Add Ticket Types

Under Add-ons in the editor’s left sidebar, click Tickets & Registration, then click Enable Tickets & Registration (your organization needs a connected Stripe account first). On the Tickets tab, configure:

  • Set ticket names (e.g., “General Admission”, “VIP”)
  • Configure pricing for each type
  • Set capacity limits per ticket type

If your organization has the Registrations tab, use it to collect attendee information with forms.

See Ticket Types & Pricing for advanced options.

6. Add Volunteers (Optional)

Click Volunteers under Add-ons in the left sidebar to invite and manage event volunteers.

Enable Volunteers add-on

Adding a volunteer

Entering volunteer details

7. Configure Additional Settings

  • Access codes: Manage codes on the Codes tab of Tickets & Registration. Turn on Require access codes under Advanced settings to restrict ticket types to people with a code
  • Forms: Collect additional information from attendees on the Registrations tab, if your organization has it
  • Event images: Upload a cover image on Event Details

8. Publish

When everything looks good, click the publish button at the top of the editor. It reads Publish Event, or Submit Event Request if your event needs approval first. Once an event is live, the same button reads Publish Changes and sends your edits out. Your event is now live and ready for ticket sales.

The version menu beside the event name shows Published and Draft, so you can switch between what guests see now and the changes you haven’t published yet.

ℹ️ Info

Depending on your organization’s settings and your role, your event may need approval from an admin before it goes live. You’ll be notified when it’s approved.

Canceling an Event

If you need to cancel an event after it’s been created, open the event and use the More event actions (three dots) menu to choose Cancel event. The same menu also has Move to draft and Delete.

Event menu with Move to draft, Cancel event, and Delete

Event Series

Need to create a recurring event? See Event Series to learn how to set up weekly, monthly, or custom recurring schedules.

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