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Creating an Event

Learn how to create a new event on Podia

Written by Rodrigo

Events let you schedule, promote, and sell access to live experiences, whether that's a webinar, a workshop, a Q&A session, or an in-person meetup.

In this article, we'll show you how to create an event.

Creating an event

Here's how to create an event on Podia:

  1. From your home feed, click on your site name and select Admin from the dropdown menu.
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  2. From the Admin dashboard, click Events in the sidebar menu.
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  3. From the Events page, click "+ New Event" to create a new event.
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  4. Define the location of your event:

    • Virtual: Create a virtual event by adding a link to YouTube Live, Zoom, Google Meet, or any other virtual event service.

    • In-person: Create an in-person event by specifying an address.
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  5. Set a start and end date for your event.

    These dates determine when your event begins and ends, and they’ll also be used if attendees add the event to their calendars. If you’re hosting a virtual event, be sure to set the exact time you plan to go live.
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  6. Add attendee-only details to your event, such as instructions and downloadable files, so registered attendees have everything they need to join or attend your event.

    For virtual events, this can include details like how to access the event, meeting links, passcodes, or any other important information. For in-person events, you can include directions or anything attendees need to know before arriving.
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  7. In the Reminders section, check or uncheck the reminder emails you’d like registrants to get. All three are on by default.
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  8. Navigate to the Details tab to set your event’s name, image, and description.
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    Your event description will be displayed on the Events page and can be viewed by members who have not registered for the event, so use it to give a clear overview of what the event is about.
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  9. Navigate to the Pricing tab and set a price for your event. You can choose between free and paid offers.
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  10. Click Publish to publish your Event.
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Once your event is published, it will appear on the Events page for your members, where they can view the event details and register to attend.

Event settings

Setting up an event involves adding the key details attendees need for a smooth experience, whether you’re hosting a virtual or in-person event.

Let’s walk through each event setting and how to configure it.

Location

The event location determines whether your event is virtual or in person.

  • Virtual: Add a link to your virtual event platform, such as Zoom, Google Meet, YouTube Live, or any other service you’d like to use.
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  • In-person: Set the location for your in-person event by adding all of the location details, such as

    • Country (required)

    • Venue name

    • Street address, City/municipality, Postal Code, Province/territory (required)
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Date

Choose when your event will take place by setting a start and end date.

These dates determine when your event begins and ends, and they’ll also be used if attendees add the event to their calendars. If you’re hosting a virtual event, be sure to set the exact time you plan to go live.
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Your end date must always be later than your start date.

Details

Add additional details, such as instructions and files, to your event so registrants know exactly how to join and what to expect.

For virtual events, this is a great place to share details like how to access the event, any meeting links, passcodes, recommended setup steps, or anything attendees should know before joining.

For in-person events, you can include directions, parking information, arrival instructions, venue details, or any other helpful information to make attending as smooth as possible.
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Use the Files section to upload additional resources that will be available to people who register for your event.

This is a great place to share helpful materials such as maps, schedules, menus, handouts, presentation slides, or any other files attendees may need before, during, or after the event.
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Details, such as instructions and files, will only be visible to those who register for the event.

Reminders

Podia emails reminders to everyone who registers for your event. Use the Reminders section to choose which ones they get:

  • 24 hours before: Sends a reminder one day before your event starts.

  • 1 hour before: Sends a reminder one hour before your event starts.

  • When the event starts: Sends a reminder when your event goes live.

All three reminders are on by default, and your changes save automatically.
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Replay video

After your event has started, you can upload a replay video for attendees who couldn’t join live or want to watch it again.

Replay videos will be available to all members who registered for the event.

FAQs

Can I choose any custom time for my event?

Event times in Podia can only be scheduled in 15-minute intervals, so the time picker only shows options in 15-minute increments.

For example, you can choose times like 10:00 AM, 10:15 AM, or 10:30 AM. This applies to both the start time and end time of your event.

How do I copy the Zoom invitation link to use on my event?

In your Zoom account, navigate to the Meetings or Webinars page and click on the meeting or webinar you’d like to use for your event.
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On the meeting details page, copy the Invitation link and paste it into your Podia event’s location field.
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I'm having trouble adding a venue to my in-person event... HELP!

If you can’t find your venue in the dropdown menu, make sure you’re searching using its official or full name.
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Even small differences in formatting or abbreviations can affect the search results.
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For example:

  • ❌ Spin NYC Midtown
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  • ✅ Spin New York Midtown
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If the venue still doesn’t appear, try using a more complete or formal version of its name.

What timezone will my event time display in for customers?

Customers see event times in their own local timezone, not yours.

Podia uses the timezone set in each customer's account profile, which is automatically detected from their browser when they first sign up. Customers can update it manually in their account settings.

Signed-out visitors will see event times in the timezone configured for your site.

Can I turn off event reminders?

Yes. Uncheck any reminder in your event’s Reminders section. To stop all reminder emails for that event, uncheck all three.
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Will a reminder send if I turn it back on after its send time?

No. Podia skips any reminder whose send time has already passed.

What happens to my reminders if I change my event’s date?

Reminders follow the new date. Any checked reminder sends as long as its send time is still ahead of the new start time.

My registrants didn’t get a reminder email... HELP!

Open your event and check the Reminders section first. Podia only sends the reminders that are checked there.

If the reminder was checked, it may have been turned back on after its send time had passed. Podia skips those reminders so registrants never get one that doesn’t match your event’s start time. For example, checking 24 hours before when your event starts in 10 hours won’t send that reminder.

If you moved your event, only reminders whose send time was still ahead of the new start time will send.

If none of these apply, ask your registrants to check their spam or promotions folder. If they still can’t find it, reach out to us.

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