Co-Hosting Events

Solidarity Tech supports two types of event co-hosting:

• Internal co-hosting lets chapters and sub-organizations within the same root organization share a single event. The event owner adds internal co-hosts directly from Event Settings. If the co-host has their own website, a co-host Event Page is created there automatically.
• Cross-organization co-hosting lets separate organizations collaborate on a single event using an invite code. The primary host manages the event, and co-host organizations receive a mirrored copy that syncs RSVPs and attendance.

Regardless of co-hosting type, co-hosts can have their own Event Page on their website with their own branding (when the co-host has a separate website from the primary event), and all co-hosts have access to Host Tools for event check-in and attendance tracking.

Internal Co-Hosting

Internal co-hosting is for organizations that have chapters or sub-organizations. It lets one chapter or sub-org share their event with another chapter or sub-org in the same organization, so the event appears on both websites without duplicating data. Internal co-hosts share the same event directly (not a mirrored copy), and all RSVPs and attendance are shared automatically.

Adding an Internal Co-Host

1. Open your event in the dashboard
2. Click Edit next to Event Settings
3. Scroll to the Internal Co-Hosts section
4. Select a chapter or sub-organization from the dropdown
5. Click Add

If you also manage events for the target chapter or sub-org, the co-host is added immediately. If the co-host has their own website (different from the primary event's website), a co-host Event Page is created there automatically. If you don't manage events in that scope, the invitation is sent as Pending and requires approval from a team member who does.

Approval

Pending invitations appear as a yellow banner at the top of the Events page for team members who manage events in the invited scope. Each invitation shows the event title, the sending scope, the receiving scope, and Approve / Decline buttons. Once approved, if the co-host scope has its own website (different from the primary event's website), a co-host Event Page is automatically created there.

What Internal Co-Hosts Can and Cannot Do

The event appears in the co-host's dashboard with a "read only" label.

Internal co-hosts CAN:

• View all RSVPs and attendance
• Mark attendance from the dashboard or Host Tools
• View the event schedule and session details
• Have their own Event Page on their website (if they have a separate website)

Internal co-hosts CANNOT:

• Edit event title, description, settings, or schedule
• Add or remove sessions
• Create or edit automations
• Clone the event
• Create outreach tasks (phonebanks/textbanks)
• Add or remove other co-hosts

Removing an Internal Co-Host

The event owner can remove an internal co-host from Event Settings at any time. A confirmation prompt appears before removal. Removing a co-host deletes their co-host Event Page.

Cross-Organization Co-Hosting

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

How It 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 Cross-Org 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
• Configure their own automation settings (confirmations, reminders)
• 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

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.

Automations and Reminders

Synced data does not trigger automations. When an RSVP or attendance record is synced to a co-host organization, it is marked as synced and skipped by the automation system. This prevents duplicate emails and messages when data flows 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 configure their own automation settings (confirmation emails, reminders, etc.), but those automations only fire for non-synced activity in their organization.

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, showing 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

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, which ensures the primary host maintains control over who has access to the shared event data.