Event Checklist FAQ

What is an event checklist?

The event checklist is our easy onboarding flow for hosting an event in Gather! To use the event checklist, head to your Gather homepage (https://app.gather.town/app), then select the Events tab. Select Create Event.

The Events tab of a personal Gather homepage. Two events are under Event Planning: one holiday party and one event in progress. Past Events show the tops of two event previews. At the top of the page, the Events tab and Create Event button are outlined in red.From your Gather home page, select the Events tab, then select Create Event to enter the event checklist. The checklist is made up of four steps:

  1. Basic Info: Enter event details like start and end time, number of attendees, and reason for the event
  2. Landing Page: Add a cover image, enter an event description, choose event buffer time, and add tags.
  3. Space Creation: Choose your Space and access the Mapmaker to customize it. 
  4. Space Dashboard: Make your event reservation, invite your event team, manage your Space access, and more.

To access the event checklist later, just select the event you wish to manage from the Events tab of your homepage.

Note: We're still in the process of perfecting the event checklist, so what you see in Gather may not completely match what you see here in the Help Center.

What is buffer time?

When you make an event with the event checklist, you get to design an event landing page. This landing page acts as an invitation to your event, and lets your guests see event details, add the event to their calendar, share it with their friends, or save it to their events. The Join Event button becomes active when your event starts, or at the time you choose if you add a buffer.  

When you add buffer time, up to 25 guests will be able to enter your Space when you specify (15, 30, or 60 minutes, 1 day, or 1 week before or after the event start/end time, or always open).

Note: If more than 25 guests try to enter your Space before the official start of your reservation, they will not be able to enter the Space. See more on creating a custom capacity limit message for your event. 

Why add buffer time? This is helpful to avoid bottlenecks at large events or when you want your guests to be able to test out Gather or explore your Space prior to the start of your event. 

Warning: The URL for your event landing page is different from the URL for the event Space. (Look for /events/ in the landing page URL.) If you share the Space URL, guests will be able to enter the Space at any time.  

Why do I need to publish my event?

If you've made an event with the event checklist, the final step is to publish the event. Once your event is published, you get to invite your attendees by sharing the landing page link. The landing page acts as an invitation to your event, and lets your guests see event details, add the event to their calendar, share it with their friends, or save it to their events. The Join Event button becomes active when your event starts, or at the time you choose if you add a buffer.  

Warning: If you do not publish your event, you will not have an event landing page. You can still visit your Space from your My Spaces tab on your Gather homepage (https://gather.town/app). Guests can still visit your event Space if you share the Space URL with them. 

How do I change the Space for my event?

If you've used the event checklist to host an event in Gather and have made a reservation for the event on the Space dashboard, but then need to change the Space, you must cancel your reservation. From the checklist, select Go to dashboard, then cancel the reservation for the event.

Step 3 of the events checklist. The change space button is inactive, and a red arrow points from it to Step 4 Go to dashboard button.If you want to change the Space for an event with an active reservation, first open your dashboard and cancel the reservation.  Once you've canceled the reservation, you can go back to Step 3: Space Creation, and select Change space. A warning displays: "Do you wish to proceed? This Space and its settings will no longer be tied to this event. You can find your old space under the My Spaces tab in your homepage." Select Yes, disconnect.

You then get to select the updated Space. You can create a new Space by choosing Select a template, use an existing Space by choosing Link to an existing Space, or pick a partner to design your event Space by choosing Work with a partner

The How do you want to set up your Space modal with three options: Select a template (choose from our wide selection fo decorated maps), Link to an existing Space (select a Space you've already created), or Work with a partner (Pick an expert to help bring your vision to life).You can pick your updated Space by selecting a template or linking to an existing Space. 

How do I change the cover image for my event?

When you make an event with the event checklist, you get to design a landing page with a cover image. Don't worry if you don't have an image ready when you're first making the event—you can update the cover image any time. Just head to your Gather homepage (https://app.gather.town/app) and select the Events tab. Select the event you want to edit. The event checklist displays. Head to Step 2: Landing Page, and select Edit. You can add an image if you haven't already, or if you want to change your current image, in the top right corner of the image preview, select the trashcan to remove the image.

The Create your landing page step of the event checklist. A preview image shows, and in the top right corner of the preview image, a white trashcan is outlined in red with a red arrow and text that reads delete image.To remove a cover image, select the trashcan icon in top right corner. 

How do I use the Q&A chat feature?

Our Event Spaces support moderated Q&A during scheduled sessions. With this feature, attendees can ask a question during a session, others can upvote the question, and the speaker, Mod, or Admin can review, approve, or respond to the questions. 

Note: Q&A is only available to attendees during scheduled sessions in Event Spaces. 

To add a session, you need to use the event checklist feature, which you can find by selecting the Events tab from your homepage, then selecting Create Event. You can build a new Event Space with our dynamic Map builder, or you can choose to use an existing Space. From the checklist, select Add session. Make sure to add a session in a specific Room; the Q&A feature is tied to the Room. 

Note: Each session you add to the schedule generates a unique instance of a Room. While you still select "Talk Room 1" for the location of the session, each session within that Talk Room creates a unique Room. After the session is over, you can walk up to that Talk Room in the Space and press "x" to see all sessions that were assigned to that Room. Enter the room for the desired session to manage the Q&A for that session.

After the session is over, Mods, Admins, or Speakers can download the Q&A. Interact with the Room that the session was in, and select the session you wish to download.