Skip to main content

Create Events

Events are at the heart of your homeschool group. This guide walks you through creating events, from simple free activities to complex paid events with multiple ticket types.

Recurring Events with Event Series

For recurring events like weekly classes, monthly workshops, or ongoing programs, use Event Series to create multiple sessions at once. Series passes let families purchase all sessions together at a discounted rate.

Start Creating an Event​

  1. Go to your group page
  2. Click Create Event
  3. Follow the event creation wizard

Basic Event Information​

Event Title​

Choose a clear, descriptive title:

  • "Fall Nature Walk at Smith Park"
  • "Weekly Art Class - Session 3"
  • "Zoo Field Trip"

Date and Time​

Set when your event takes place:

  1. Start Date - When the event begins
  2. Start Time - What time it starts
  3. End Time - When the event ends (optional)
  4. Duration - How long the event lasts
Multi-Day Events

For events spanning multiple days, create separate events for each day or use the description to explain the full schedule.

Event Type​

Choose how attendees will participate:

In-Person Event

  • Set a physical location
  • Address appears on the event page
  • Map shows the meeting point

Virtual Event

  • Add a meeting URL (Zoom, Google Meet, etc.)
  • Link is shared with registered attendees
  • No physical location needed

Hybrid Event

  • Both in-person and virtual attendance options
  • Set both location and virtual meeting details

Location (In-Person Events)​

  1. Start typing the address
  2. Select from autocomplete suggestions
  3. Adjust the map pin if needed
  4. Add location notes (parking instructions, entrance to use, etc.)

Event Description​

Write a detailed description that covers:

  • What will happen at the event
  • What attendees should bring
  • What to expect
  • Any prerequisites or requirements
  • Age recommendations

Use formatting to make it easy to read:

  • Bullet points for lists
  • Bold for important information
  • Clear paragraphs for different topics

Event Image​

Upload an image for your event:

  • Recommended size: 1200 x 630 pixels
  • Formats: JPG, PNG
  • Choose an image that represents the activity

A good image helps your event stand out and gives attendees a preview of what to expect.

Categories​

Select categories that describe your event:

  • Field trips
  • Classes/workshops
  • Social events
  • Sports and recreation
  • Arts and music
  • STEM activities
  • Nature and outdoors

Categories help members find relevant events.

Capacity Settings​

Set Event Capacity​

Control how many people can attend:

  1. Unlimited - No cap on attendance
  2. Limited - Set a maximum number of attendees

Registration Settings​

Registration Deadline​

Set when registration closes:

  • No deadline - Registration open until event starts
  • Custom deadline - Set a specific date/time
  • Usually 24-48 hours before the event

Attendee Information​

Choose what information to collect:

  • Names - Always required
  • Ages - Request attendee ages
  • Allergies - Collect allergy information
  • Emergency Contact - Request emergency contact details
  • Custom Questions - Add your own questions

Ticket Configuration​

Free Events​

For free events:

  • No ticket setup needed
  • Members simply RSVP
  • You can still limit capacity

For events with fees:

  1. Click Add Ticket Type
  2. Configure each ticket:
    • Name - "Adult Ticket", "Child Ticket", etc.
    • Price - Cost per ticket
    • Quantity Available - How many of this type
    • Description - What's included

Multiple Ticket Types​

Create different tickets for different attendees:

Example:

  • Adult Ticket - $15
  • Child (5-12) - $10
  • Child (under 5) - Free

Add-Ons​

Offer optional extras:

Per-Attendee Add-Ons

  • Purchased for each person
  • Example: Lunch ($8), Materials ($5)

Per-Order Add-Ons

  • Purchased once per registration
  • Example: Parking Pass ($5), Family Photo ($10)

To add an add-on:

  1. Click Add Add-On
  2. Enter name, price, and description
  3. Choose per-attendee or per-order
  4. Set quantity limits if needed

Scholarship Eligibility​

If your group supports scholarship payments:

  1. Toggle Scholarship Eligible on
  2. Specify which ticket types qualify
  3. Parents can choose scholarship payment at checkout

See Scholarship Invoices for more details.

Event Terms​

Require attendees to accept custom terms and conditions before registering for your event. This is useful for liability waivers, codes of conduct, photo release agreements, and other acknowledgments.

When to Use Event Terms​

Consider adding event terms for:

  • Physical activities - Waivers for field trips, sports, climbing, swimming
  • Photo releases - Permission to photograph children at events
  • Behavioral expectations - Code of conduct for overnight trips or intensive programs
  • Allergy acknowledgments - Confirmation that parents have reviewed allergy policies
  • Equipment responsibilities - Agreement to care for borrowed materials

Configuring Event Terms​

  1. Find the Terms & Acknowledgments card in the event creation form
  2. Toggle Require Terms Acceptance on
  3. Add individual term items that attendees must accept

Adding Term Items​

Each term item is a statement attendees must acknowledge:

  1. Click Add Item
  2. Enter the term text (e.g., "I agree to the liability waiver and release")
  3. Toggle Required on/off
  4. Add more items as needed

Required vs Optional:

  • Required terms - Attendees must check these to proceed (marked with *)
  • Optional terms - Attendees can skip these checkboxes

Using Templates​

Save time by loading terms from templates you've created:

  1. Click Load from Template
  2. Select a template from the dropdown
  3. The template items are copied to your event
  4. Customize as needed for this specific event

To create templates, go to your group settings and find Terms Templates in the sidebar.

Dynamic Variables​

Personalize your terms with variables that auto-fill event details:

VariableReplaced With
{group_name}Your group's name
{event_name}This event's title
{event_date}The event date
{organizer_name}Event organizer's name

Example:

I understand that {event_name} on {event_date} is organized by {group_name}.

Becomes:

I understand that Zoo Field Trip on Friday, March 15, 2025 is organized by Springfield Homeschoolers.

How Terms Appear to Attendees​

During checkout, attendees see your terms on the payment step:

  1. Each term appears as a checkbox with your custom text
  2. Required terms show a red asterisk (*)
  3. Platform terms (Homeschool Hive's terms of service) also appear
  4. Attendees must accept all required terms before completing registration

Viewing Acceptance Records​

After your event, you can see who accepted terms:

  1. Go to your event page
  2. Click Manage Event
  3. Select the Terms Acceptances tab
  4. View a list of all attendees and their acceptance timestamps
Platform Terms

In addition to your event-specific terms, attendees are also required to accept Homeschool Hive's platform terms of service on their first purchase. Platform terms cover payment processing, refunds, and data privacy.

Publishing Your Event​

Save as Draft​

Not ready to publish yet?

  • Click Save Draft
  • Return later to finish and publish
  • Find drafts in your group's event management

Publish Event​

When you're ready:

  1. Review all event details
  2. Click Publish Event
  3. The event is now visible to members
  4. Notifications are sent based on group settings

After Publishing​

Edit Your Event​

To make changes after publishing:

  1. Go to the event page
  2. Click Edit Event
  3. Make your changes
  4. Click Save Changes
Notify Attendees

If you make significant changes (time, location, cancellation), registered attendees are automatically notified.

Cancel an Event​

If you need to cancel:

  1. Go to the event page
  2. Click Cancel Event
  3. Add a cancellation reason
  4. Confirm cancellation

All registered attendees will be notified, and refunds will be processed according to your policy.

Event Templates​

For recurring similar events, save time with templates:

  1. Create an event with your standard settings
  2. When creating a new similar event, select Copy from Previous Event
  3. Adjust the date and any unique details
  4. Publish the new event
For Recurring Events

If you're running a series of sessions (like weekly classes), consider using Event Series instead. Event series automatically create all sessions and let families purchase series passes for the entire schedule.

What's Next?​

  1. Manage event attendance - Handle RSVPs and registrations
  2. Configure tickets - Advanced ticketing options
  3. Send announcements - Promote your events