How to Add & Manage Guests For An Event

Add A New Guest

1. Log in to your Eventeny account. Hover over the “Organize” tab and select the event you want to work with from the dropdown.
   
   
    
2. In the left-hand Event Dashboard menu, click “Guests” under the "Event Programming" drop-down menu. 
   
   
    
3. Click the "+ New Guest" button, and you have the option to select an existing guest from your guest repository or create a new guest. 
   
   
    
4. To select a guest from your existing repository, click the “Select Existing Guest” button and choose the desired guest from the list. Press the "Save" button to continue. 
   
   
    
5. To create a new guest, select the "+Create new guest" button instead. Enter the guest’s basic info in the personal information section such as name, contact details, travel info, and any tags or categories you'd like to assign (e.g., stage name, pronouns, DOB, citizenship, dietary notes). Required fields are marked with a red asterisk (*). Click "Next" to continue.
   
   
    
6. Fill in professional contact details in the contact information section for the guest or their representation (e.g., company name, title, phone, email, address). Click "Next" to save and proceed.
   
   
    
7. Add promotional content in the marketing information section and links the guest is known for, including social media and a short bio (e.g., known for, profile URL, Instagram, IMDB, website, video link). Click "Next" to continue.
   
   
    

8. You can associate an agent with the guest. Start by searching for an existing agent in the dropdown list or click the “+ Add” button to create a new one. 

    

   Please note that a guest can only be linked to one agent, but an agent can be linked to multiple guests.

   
   

9. Once you have added an agent and submitted the guest profile, you’ll have the option to either view the guest’s profile or create another one.
   
   
   
    
10. If you choose “Check Guest Details,” you’ll be taken to the full guest profile. Here, you can expand or collapse each section using the arrow icon, and edit details by clicking the pencil icon next to any section. 
    
    
     

Add or Edit Additional Guest Information

1. Once a guest has been added to your event, you can edit a wide range of details across several categories.
    
2. You can update the guest’s personal information, including their name, bio, public-facing photo, and contact or marketing details.
   
   
   
   
   
   
   
   
    
3. If the guest has an agent, you can add or edit their name, email, phone number, and agency.
   
   
    
4. You can assign or update one or more handlers by searching up existing handlers or add a new one by clicking the "+ Add" button. Once the handler is added, they will be listed. If you need to unassign the handler, click the trash icon. 
   
   
   
   
    
5. Guests often participate in panels, signings, or appearances. The schedule section lets you create or edit their daily event schedule. Learn more about creating a schedule for guests here. 
   
   
    
6. You can manage key event-related details like the guest’s onsite days, media or signage needs, autograph/photo op costs, and special requests to ensure a smooth experience. If assigned a booth, it will appear here, or you can assign one using the "+Booth/Space" button. In the Contracts section, view or upload contracts, track status, and copy from existing ones as needed.
   
   
    
7. Use the travel information section to enter or edit travel details like flight preferences, arrival and departure times, contact information, and car arrangements. This helps ensure a smooth arrival and stay for your guest.
   
   
8. You can add or update the guest’s hotel arrangements, including the hotel name, check-in/check-out dates, room type, and any covered expenses. Notes can also be added for special requests or confirmations.
   
   
    

Managing the Guest List 

1. To manage your guests, start by clicking on the “Guests” tab in the Event Dashboard menu to return to the guest list (if you're not already there). On this page, you’ll see a list of all added guests displayed in columns by photo, name, arrival, agent, handler, tags, categories, travel, and hotel confirmation. You can use the search bar at the top to quickly find a specific guest or use the filters button to narrow down the list. 
   
   
    

2. The Draft/Live toggle for the guest feature controls the visibility of your guest list. When set to Draft, the guest list is only visible internally and won’t appear on your public event page.
   
   

   Once you're ready to showcase your guests, toggle it to Live. This will make the guest list visible to attendees on your public event page, helping to build excitement and promote your event.
   
   
    

3. Click the three dots button in the top right to access the following guest management tools:
   
   
    
   1. Group Message: Use this to send a message blast to selected guests. It’s great for event-wide updates, reminders, or announcements.
       
   2. Share: Quickly share your guest list with others. This is useful when collaborating with team members or external partners.
      
      
   3. Manage Tags: Organize guests by adding, editing, or deleting tags. Tags help with filtering and grouping guests by characteristics like “Early Arrival” or “Photo Ops.”
      
      
       
   4. Manage Agents: Add or edit agent details for your guests. This allows you to keep all guest representation info centralized.
      
      
       
   5. Manage Handlers: Update or delete handler details using the pencil or trash icon. 
      
      
       
   6. Manage Categories: Add, edit, or delete tags for guest categories.  
      
      
       
   7. Export: Download your guest data in a spreadsheet format. This is helpful for backups, reports, or offline planning.