> ## Documentation Index
> Fetch the complete documentation index at: https://docs.floral.so/llms.txt
> Use this file to discover all available pages before exploring further.

# Plan and run events

> Create an event, plan it with owners and a status, keep participants informed about changes, and find events again.

Events lets your workspace plan its own events, collect registrations, keep track of participants and attendance, and turn the result into follow-up work. Floral holds the registration, the participant list and the messages participants receive, so you don't need a separate registration tool.

Events is part of Work and is available to selected organizations. If you don't see **Events** under **Work** in the sidebar, contact support.

An event moves through these steps:

1. Create and plan the event on this page.
2. [Build and publish the registration form](/product/event-registration), then share the hosted link or embed the form on your website.
3. [Manage participants](/product/event-participants), including the waitlist, cancellations and messages that didn't arrive.
4. [Record attendance and plan follow-up](/product/event-attendance-and-follow-up) after the event.

## Create an event

1. Open **Events** under **Work** and choose **Create event**.
2. Enter a **Title**. Choose the **Format**: **In person**, **Online** or **Hybrid**.
3. Set the **Time zone**, when the event **Starts** and **Ends**, and a **Location** or **Join link**. You can add these later.
4. Choose the **Organiser**. The organiser is accountable for the event and is always one of its owners.
5. Choose **Create event**.

A new event is private. Nothing is public and nobody can register until you [publish the registration form](/product/event-registration).

## The event page

The event page has these tabs:

* **Overview**: details, owners, the public description, internal notes and event fields.
* **Registration**: questions, registration settings, preview and publication.
* **Participants**: identity review, the participant list, attendance and follow-up.
* **Audience**: [invitation lists](/product/event-audiences) built from saved Contacts views.
* **Tasks**: Tasks linked to the event.
* **Materials**: notes and Sources the team and the Assistant should use for the event.
* **Related Work**: Deals and other Work records the event supports.

All times on the event page are shown in the event's time zone.

## Plan the event

Use the **Planning status** to show where planning stands: **Idea**, **Planning**, **Ready**, **Held**, **Follow-up** or **Evaluated**. You can move between them in any order. The planning status is for your team. It never publishes the form or opens registration.

On **Overview**:

* **Details** holds the title, time, time zone, location, join link and themes. Choose **Edit details** to change them.
* **Owners** lists the organiser and any other owners. If the organiser leaves the workspace, the event asks you to choose a new one.
* **Public description** is shown on the registration page.
* **Internal notes** are only visible to members of the workspace and are never shown to participants.

Link the event to Work with **Add Work record** on **Related Work**. The link shows on both records, and removing it keeps both. Work lists, boards and totals never include events.

## Add tasks from a task plan

A task plan is a reusable list of event tasks, such as "Conference run-of-show". Each task has a deadline counted from the event's start or end, for example **14 days before start**, and a default owner: the event's organiser or specific members.

1. On the events list, choose **Task plans**, then **New task plan**.
2. Add each task with its deadline and owner. Leave **Time** empty for a deadline that is just a date. A time is local to each event's time zone.
3. On an event's **Tasks** tab, choose **Add task plan** and pick the plan.
4. Review the tasks, deadlines and owners, then confirm.

The tasks are ordinary tasks linked to the event, so you can edit, reassign and complete them as usual. Deadlines are counted in calendar days in the event's time zone, so a deadline 14 days before the event lands on the same local date even across a daylight saving change. If a planned owner has left the workspace, the review shows who owns the task instead. Changing a plan doesn't change tasks already added to events.

### When the event moves

Moving the event doesn't move its tasks by itself. When tasks from a plan no longer follow the event's dates, the event page shows **Task deadlines don't follow the new event dates**.

1. Choose **Review deadlines** to see each task's current and new deadline. You can also choose **Review plan deadlines** on the **Tasks** tab at any time.
2. Tasks that still have the deadline the plan gave them are selected. Completed tasks never move. Deadlines someone changed by hand are kept unless you select them.
3. Choose **Move tasks** to move the selected tasks, or **Keep current deadlines** to leave them all as they are.

## Run an event again

To hold the same event at new dates, duplicate it. The copy is a new event that starts from this one's setup, without any of its participants.

1. Open **More event actions** on the event page and choose **Duplicate event**.
2. Check the **Title** and set the **New start**. Leave **New end** empty to keep the same length. Dates are in the event's time zone.
3. Choose **Review copy**. The review shows the new dates, each task from the event's task plans with its new deadline and owner, the materials, and the registration questions.
4. Choose **Create event** to create the copy and open it.

The copy takes the details, description, internal notes, owners who are still in the workspace, event fields, the materials you can open, the registration questions and the task plans. Registration closes the same number of days before the start, at the same time of day. Tasks added by hand, and questions and plans that were archived, are left out.

The copy never takes participants, the waitlist, attendance, registration answers or consent, links sent to participants, or messages already sent. It starts as an **Idea** with an unpublished registration form and its own registration page address. Publish its form when you're ready.

When an event has been duplicated, **Overview** shows a **Series** card that links the occurrences. Each occurrence is its own event: changing one never changes another.

## Tell participants about a change

Changing the time, time zone, location or join link doesn't send anything by itself. When someone is registered or on the waitlist, the event page shows **Participants haven't been told about this change**.

1. Choose **Review and notify** to see what changed and who will be told.
2. Confirm to send one email to each participant, or choose **Don't notify** if the change doesn't matter to them.

If you edit several times before notifying, participants get one email with the result. Participants without an email address are listed so you can contact them yourself.

## Postpone, cancel or archive

Open **More event actions** on the event page.

* **Postpone event** closes registration until you set new dates. Registered and waitlisted participants are emailed that the event is postponed. Set the new dates in **Details**.
* **Cancel event** closes registration and marks the event **Cancelled**. Registered and waitlisted participants are emailed. A cancelled event can't be published again, and cancelling can't be undone.
* **Archive event** hides the event from event lists and stops its registration page. Use **Restore event** to bring it back.
* **Duplicate event** creates a new event at new dates. See [Run an event again](#run-an-event-again).

Postponing and cancelling ask for a reason, which is kept in the event history.

## Find events

The events list has saved views for **Upcoming events**, **Needs attendance reconciliation** and **Follow-up in progress**. Filter and sort the list, then choose **Save current view** to keep it. Workspace admins can share a view with the workspace.

Person and company pages show an **Events** section with their registrations and attendance. Work records show **Linked events** and **Related contacts' event history**.