Co-Hosting Events

Event co-hosting lets two or more organizations collaborate on a single event. The primary host creates and manages the event, while co-host organizations receive a synchronized copy that shares RSVP and attendance data. This is perfect for coalition events, joint actions, or any gathering where multiple organizations want to mobilize their members together.

How Co-Hosting Works

When you co-host an event with another organization:

• The primary host creates the event, manages the schedule, and controls event details
• Co-host organizations receive a mirrored copy of the event in their dashboard
• Data flows both ways: RSVPs and attendance sync automatically between all organizations
• People are shared: When someone RSVPs through a co-host's page, their contact info is synced to all participating organizations

This means every organization gets visibility into the full attendee list, can mark attendance, and captures new contacts, without duplicating effort or manually sharing spreadsheets.

Inviting a Co-Host (Primary Host)

If you've created an event and want to invite another organization to co-host:

1. Open your event in the dashboard
2. Click Edit next to Event Settings
3. Find the Co-Host Invite Code field

The invite code is automatically generated when you create an event. You'll see a 12-character code (like A7KX9M2BF4TN) that you can copy and share with the organization you want to invite.

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Security: Invite codes are unique to each event. Click Regenerate at any time to create a new code and invalidate the previous one.

Approving Requests

When another organization submits a co-host request (or you have existing co-hosts), a Co-Hosts tab appears on your event page. From there you can:

• Review the requesting organization's name
• Approve to create their mirrored event (with all existing RSVPs backfilled)
• Reject to deny the request

Once approved, the co-host organization immediately sees the mirrored event in their dashboard with all current RSVPs and attendance data.

Requesting to Co-Host

If another organization invites you to co-host their event:

1. Go to Events → Create New Event
2. Click Request to co-host an existing event in the info box at the top
3. Enter the 12-character invite code and click Validate Code
4. Review the event details shown (title, organizing organization, session count)
5. Select where to place the mirrored event:
   • Chapter/Organization: Choose the scope where the event will live
   • Website: Select a website to create an Event Page (required)
6. Click Request Co-Host Access

Your request is sent to the primary host for approval. Once approved, the mirrored event appears in your dashboard with an Event Page already created on your selected website.

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The request requires approval from the primary host. Your mirrored event won't be created until they approve it.

What Gets Synced

When syncing, the system matches people by phone number or email (including alternate phone numbers and emails). If no match is found, a new contact is created in the target organization.

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Contact info required: Users without any contact information (no phone number, email, or alternate contacts) are not synced. This prevents creating records that can't be reached.

What Co-Hosts Can and Cannot Do

Co-hosts CAN:

• View all RSVPs and attendance from all participating organizations
• Mark attendance from their dashboard or Host Tools
• Create their own Event Page on their website
• Create outreach tasks (phonebanks/textbanks) targeting attendees
• Set up automations for RSVPs through their own pages
• Access Host Tools for check-in and attendance tracking

Co-hosts CANNOT:

• Edit event title, description, times, or locations (read-only)
• Add or remove sessions from the event
• Delete the mirrored event or add/remove other co-hosts
• Modify the primary host's automations

Event Pages for Co-Hosts

Each co-host has their own Event Page with their branding. RSVPs through any co-host's page sync to all participating organizations.

Event Pages display a "Co-hosted by" section showing all participating organizations with their logos—great for building coalition credibility and showing collective strength.

Automations and Reminders

Each organization's automations only trigger for RSVPs that come through their own Event Pages. Synced RSVPs don't trigger automations—this prevents duplicate emails when data syncs between organizations.

For example:

• A person RSVPs on Organization A's page → Organization A's confirmation email sends
• That RSVP syncs to Organization B → Organization B does not send a confirmation (it's synced data)

Co-hosts can create their own automations, but those automations only affect RSVPs originating from their pages, not synced RSVPs from other organizations.

Host Tools

Co-hosts have full access to Host Tools for their mirrored event. This includes:

• Viewing RSVP lists
• Marking attendance at the event
• Checking people in via the Host Tools link

Each session has its own Host Tools link that co-hosts can share with their volunteers.

Co-Host Analytics

Both the primary host and co-host organizations can see RSVP attribution data—which organization brought in which RSVPs.

For the primary host: The Co-Hosts tab includes an RSVP Attribution section at the bottom, showing a table of all participating organizations with their RSVP and attendance counts.

For co-hosts: A dedicated Co-Host Analytics tab appears on the mirrored event, showing the same attribution data.

The table displays:

• Each organization's logo and name
• Number of RSVPs attributed to that organization
• Number of attendance marks attributed to that organization

This helps all parties understand which organizations are driving participation.

Identifying Synced Data

When viewing RSVPs, you can see the source of each RSVP:

• Direct RSVPs show the Event Page name where the person signed up
• Synced RSVPs show "Co Host Sync" as the source

In the People section, synced contacts show "Event co-host sync" in the Join From column, with a tooltip showing which event(s) they were synced from.

Limits

Only the primary host can remove co-hosts. Co-host organizations cannot leave the relationship themselves - this ensures the primary host maintains control over who has access to the shared event data.