📝Creating Events

Your Complete Guide to Creating Amazing Events on Clubly

Creating an event on Clubly is easy and powerful. This guide walks you through every step of the process, from basic details to advanced features.

🚀 Before You Start

Prerequisites

Before creating your first event:

  • ✅ Account created and verified

  • ✅ Email and phone verified

  • ✅ For paid events: Stripe account connected

  • ✅ Event details prepared

Pro Tip: Have your event details, images, and schedule ready before you start. This makes the creation process much faster!

What You'll Need

Required:

  • Event title and description

  • Date and time

  • Venue/location information

  • Cover image (minimum 1200x630px recommended)

  • At least one ticket type

Optional:

  • Event flyer/poster

  • Schedule/lineup

  • Featured performers/DJs

  • Dress code

  • Special offers

  • SEO information

📋 Step-by-Step Guide

Step 1: Navigate to Create Event

  1. Log into your Clubly dashboard

  2. Click "Create Event" in the sidebar

  3. Or go to: clubly.vip/dashboard/host/create

Step 2: Event Details

Required Fields:

📌 Event Title *
   - Keep it catchy and clear
   - Max 100 characters
   - Example: "Summer Rooftop Party 2025"

📝 Subtitle (optional)
   - Brief tagline
   - Max 150 characters
   - Example: "The Hottest Party of the Season"

📖 Description *
   - Detailed event information
   - What attendees can expect
   - Use formatting for readability
   - 500-2000 characters recommended

📅 Event Date *
   - Select from calendar
   - Format: MM/DD/YYYY

⏰ Start Time *
   - 12-hour or 24-hour format
   - Example: 10:00 PM

⏰ End Time *
   - Must be after start time
   - Can be next day

📍 Venue Name *
   - Exact venue name
   - Example: "Sky Lounge NYC"

📍 Address *
   - Full street address
   - City, State, ZIP
   - Auto-complete suggestions provided

🎯 Category *
   - Select from dropdown:
     • Concert
     • Nightclub
     • Festival
     • Private Party
     • Corporate Event
     • Other

🔞 Age Restriction *
   - Select minimum age:
     • All Ages
     • 18+
     • 21+
     • Custom Age

👥 Maximum Attendees *
   - Total capacity
   - Can be unlimited
   - Example: 500

Accuracy is Important: Make sure all details are correct. Attendees rely on this information!

Step 3: Event Media

Cover Image (Required):

  • Recommended size: 1200x630px minimum

  • Aspect ratio: 16:9 or 1.91:1

  • Format: JPG, PNG, or WebP

  • Max size: 10MB

  • Use: Main event image, appears on event page and listings

Event Flyer/Poster (Optional):

  • Recommended size: 1080x1920px (vertical)

  • Format: JPG, PNG, or PDF

  • Max size: 15MB

  • Use: Downloadable poster, social media sharing

Additional Images (Optional):

  • Venue photos

  • Previous event photos

  • Behind-the-scenes images

  • Max 10 additional images

Upload Process:

  1. Click "Upload Image"

  2. Drag & drop or browse for file

  3. Image automatically uploaded to Cloudflare R2

  4. See preview instantly

  5. Crop/adjust if needed

Image Tips:

  • Use high-quality, well-lit images

  • Include event branding

  • Show venue atmosphere

  • Avoid text-heavy images

  • Test mobile appearance

Step 4: Ticket Tiers

Create one or more ticket types for your event.

For Each Ticket Type:

🎫 Ticket Name *
   - Example: "Early Bird", "VIP Pass", "General Admission"

💰 Price *
   - $0.00 for free events
   - Any amount for paid events
   - Platform fee: 10% + $0.99 added at checkout

🔢 Quantity Available *
   - How many tickets to sell
   - Can be "unlimited"
   - Decreases as tickets sell

📝 Description (optional)
   - What's included
   - Benefits of this tier
   - Max 500 characters

📅 Sales Period (optional)
   - When tickets go on sale
   - When sales end
   - Default: Now until event starts

🎁 Perks (optional)
   - List special benefits
   - VIP features
   - Exclusive access

Common Ticket Types:

  1. Early Bird

    • Lower price

    • Limited quantity

    • Sales end date before event

  2. General Admission

    • Standard price

    • Main ticket type

    • Most quantity

  3. VIP

    • Higher price

    • Exclusive perks

    • Limited availability

  4. Group Tickets

    • Discounted rate

    • Minimum purchase: 4+

    • Better value

Free Events:

  • Set all ticket prices to $0.00

  • No Stripe account needed

  • Still collect attendee info

  • Send ticket confirmations

Paid Events: You MUST complete Stripe setup before publishing events with paid tickets.

Step 5: Event Schedule (Optional)

Create a timeline for your event.

Add Schedule Items:

⏰ Time
   - When this starts
   - Example: "10:00 PM"

📌 Title
   - What's happening
   - Example: "Doors Open"

📝 Description (optional)
   - Additional details
   - Example: "Early entry for VIP"

🎭 Type
   - Main Event
   - Performance
   - Intermission
   - Special Activity

Example Schedule:

Time
Activity

9:00 PM

Doors Open

10:00 PM

Opening DJ Set

11:30 PM

Headliner Performance

1:00 AM

After Party

3:00 AM

Event Ends

Tips:

  • Include key moments

  • Be realistic with timing

  • Update if schedule changes

  • Don't overwhelm with details

Step 6: Featured DJs/Performers (Optional)

Showcase your lineup.

For Each Performer:

👤 Name *
   - Artist/DJ name
   - Example: "DJ Awesome"

🎵 Role
   - Position
   - Example: "Headliner", "Opening Act"

🎶 Genre (optional)
   - Music style
   - Example: "House", "Hip-Hop"

📷 Photo (optional)
   - Profile picture
   - 500x500px minimum

🔗 Social Links (optional)
   - Instagram
   - Twitter
   - Spotify
   - SoundCloud

⏰ Performance Time (optional)
   - When they perform
   - Links to schedule

⭐ Headline Status
   - Mark as headliner
   - Appears prominently

Display:

  • Shows on event page

  • Grid layout with photos

  • Links to socials

  • Helps sell tickets!

Step 7: Dress Code (Optional)

Set expectations for attire.

Allowed Items:

  • List acceptable clothing

  • Example: "Smart casual", "Designer streetwear"

Not Allowed:

  • Prohibited items

  • Example: "No shorts", "No sneakers"

Why Set Dress Code:

  • Sets event tone

  • Manages attendee expectations

  • Reduces door issues

  • Professional appearance

Step 8: Special Offers (Optional)

Promote unique features.

Examples:

  • "Free drinks before 11 PM"

  • "Complimentary coat check"

  • "VIP bottle service available"

  • "Photo booth included"

Format:

🎁 Offer Title
📝 Description
🕒 Valid Time (optional)

Step 9: Guest List Settings (Optional)

Options:

👥 Show Guest List
   - Public or private
   - Display attendee names
   - Privacy options

➕ Pre-Add Guests
   - Add guest names manually
   - Import from CSV
   - Automatically get tickets

Use Cases:

  • Private events

  • Exclusive access

  • Comp tickets

  • Team members

Step 10: Security Settings (Optional)

Age Verification:

  • Require ID check at door

  • Minimum age enforcement

  • 18+, 21+, or custom

ID Matching:

  • Ticket name must match ID

  • Prevents resale/fraud

  • Reduces gate-crashing

Refund Policy:

  • Allow refunds: Yes/No

  • Cutoff date for refunds

  • Full or partial refunds

  • Custom refund message

Geofencing (Advanced):

  • Check-in only at venue

  • Radius around address

  • Prevents remote check-ins

Step 11: Customization (Optional)

Theme Colors:

  • Primary color (purple/pink default)

  • Accent color

  • Background color

Typography:

  • Font selection

  • Heading styles

  • Body text

Layout:

  • Single column

  • Multi-column

  • Media-focused

Step 12: Tags & SEO (Optional)

SEO Title:

  • Appears in search results

  • Max 60 characters

  • Include key details

SEO Description:

  • Meta description

  • Max 160 characters

  • Compelling summary

Tags:

  • Categorize event

  • Improve discoverability

  • Examples: "nightlife", "rooftop", "summer"

Step 13: Publishing Settings

Visibility:

🌐 Public
   - Visible on clubly.vip
   - Searchable
   - Open to all

🔒 Private
   - Not listed
   - Share via link only
   - Invite-only

🎟️ Password Protected
   - Requires password to view/purchase
   - Extra privacy layer

Approval:

✅ Requires Approval
   - Manually approve ticket purchases
   - Review each attendee
   - Good for exclusive events

🚀 Instant Confirmation
   - Auto-approve purchases
   - Faster for buyers
   - Recommended for most events

Status:

📝 Draft
   - Save without publishing
   - Not visible to anyone
   - Continue editing later

📅 Scheduled
   - Live and accepting tickets
   - Visible to public (if public)
   - Ready for sales!

📢 Published
   - Same as scheduled
   - Alternative status

Step 14: Review & Publish

Before Publishing, Check:

  • ✅ All required fields completed

  • ✅ Images uploaded and look good

  • ✅ Ticket prices correct

  • ✅ Date and time accurate

  • ✅ Address verified

  • ✅ Stripe connected (if paid)

  • ✅ Spelling and grammar checked

Preview Your Event:

  1. Click "Preview" button

  2. See how attendees will see it

  3. Check mobile and desktop views

  4. Make any final edits

Ready to Launch?

  1. Set status to "Scheduled" or "Published"

  2. Click "Create Event" or "Publish"

  3. Confirm publication

  4. 🎉 Your event is live!

🎉 After Publishing

Your Event is Live!

What Happens Next:

  1. Event Goes Live

    • Appears on Clubly.vip

    • Searchable (if public)

    • Ticket sales begin

  2. Shareable Link Created

    • Format: clubly.vip/events/{your-event-slug}

    • Share on social media

    • Email to your list

    • Add to your website

  3. Dashboard Access

    • Track ticket sales real-time

    • See attendee list

    • Monitor analytics

    • Manage event

Promote Your Event

Built-in Tools:

  • Social Media Sharing

    • One-click share buttons

    • Auto-generated posts

    • Image optimization

  • SMS Marketing

    • Send to your database

    • Promotional messages

    • Event reminders

  • Email Marketing

    • Beautiful email templates

    • Automated campaigns

    • Segmented lists

  • Affiliate Program

    • Invite promoters

    • Track referrals

    • Pay commissions

Track Performance

Real-Time Analytics:

  • Tickets sold

  • Revenue generated

  • Traffic sources

  • Conversion rates

  • Popular ticket types

  • Peak sale times

✏️ Editing Your Event

To Make Changes:

  1. Go to Dashboard → My Events

  2. Find your event

  3. Click "Edit"

  4. Make changes

  5. Click "Save Changes"

What You Can Edit:

  • ✅ All event details

  • ✅ Add/remove tickets

  • ✅ Update images

  • ✅ Change schedule

  • ✅ Modify pricing (within limits)

What You CAN'T Change:

  • ❌ Event date/time (after tickets sold)

  • ❌ Venue (after tickets sold)

  • ❌ Major changes that affect tickets

Important: If you need to make major changes after tickets are sold, contact [email protected] first.

🔄 Duplicating Events

Recurring Events?

Save time by duplicating:

  1. Find existing event

  2. Click "Duplicate"

  3. All details copied

  4. Change date and unique info

  5. Publish new event

Perfect For:

  • Weekly parties

  • Monthly events

  • Seasonal series

  • Similar venue events

❌ Cancelling Events

Need to Cancel?

  1. Go to event edit page

  2. Change status to "Cancelled"

  3. All ticket holders notified

  4. Automatic refunds processed (if enabled)

Cancellation Policy:

  • Full refunds: If cancelled >7 days before

  • Partial refunds: 3-7 days before

  • No refunds: <3 days (unless exceptional)

Avoid Cancellations: They hurt your reputation and can affect future events. Only cancel if absolutely necessary.

💡 Best Practices

Event Titles

✅ Good Examples:

  • "New Year's Eve Bash 2025 at Sky Lounge"

  • "Summer Rooftop Party - Latin Night"

  • "All Black Affair: Spring Soirée"

❌ Avoid:

  • "Party" (too generic)

  • "Best Event Ever!!!" (overselling)

  • All caps titles

  • Too many emojis

Descriptions

Include:

  • What makes event special

  • What attendees get

  • Who should attend

  • Dress code

  • Schedule highlights

  • House rules

Structure:

🎉 What to Expect
Brief overview paragraph

🎵 Music & Entertainment
Lineup details

🍸 Food & Drinks
What's available

📍 Location Details
How to get there, parking

👔 Dress Code
What to wear

⚠️ Important Info
Age restrictions, rules

Images

Cover Image Tips:

  • Feature your venue

  • Show atmosphere

  • Include date/title text

  • Use brand colors

  • High quality, not pixelated

  • Test on mobile

Don't:

  • Use all text

  • Cluttered designs

  • Dark/unclear images

  • Other event's photos

  • Copyright violations

Pricing Strategy

Early Bird Success:

  1. Create early bird tier

  2. Price 20-30% lower

  3. Limited quantity (20-30% of total)

  4. Creates urgency

  5. Rewards early buyers

Tier Progression:

Early Bird:   $20 (100 tickets)
Regular:      $25 (300 tickets)
At Door:      $30 (100 tickets)
VIP:          $50 (50 tickets)

🆘 Need Help?

Common Questions

Q: How long does event approval take? A: Events are usually approved instantly. Manual review only if flagged.

Q: Can I create multiple events at once? A: Yes! No limit on active events.

Q: Do I need a business license? A: Depends on your location and event type. Check local regulations.

Q: Can I edit after publishing? A: Yes, most things. Major changes may require contacting support.

Q: What if no one buys tickets? A: Use our marketing tools! SMS, email, social, affiliates. Support can help.

Contact Support

🔄 Related Articles

Ready to create? Start creating your event now →

PreviousTeam ManagementNextTicket Types & Pricing

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