Event Management

Event management is the core functionality of the Llama Events platform, allowing organizers to create, promote, and manage events of any type or scale. From intimate gatherings to large-scale festivals, our comprehensive tools help you bring your vision to life.

💡 Tip
Master event management to maximize attendance, engagement, and success for all your events!

Creating an Event

Creating an event on Llama Events is designed to be intuitive and comprehensive. Our step-by-step process ensures you capture all the essential details while providing flexibility for customization. Whether you're organizing a corporate conference, music festival, or community gathering, our platform adapts to your needs.

Event Creation Process: Details → Location → Tickets → Review

Event Creation Process

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1. Navigate to Event Creation

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Click the "Create Event" button in the navigation bar to begin your event creation journey.

💡 Pro tip: Have all your event details ready before starting to streamline the process

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2. Enter Event Details

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Title

Create a clear, descriptive title that captures attention and conveys the event's purpose

Description

Provide complete details about your event including agenda, speakers, or special features

Date and Time

Set accurate start and end times with timezone consideration for your audience

Event Image

Upload a featured image (recommended: 1200x630px) to make your event visually appealing

Category

Select the most relevant category to help users discover your event

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3. Set Location

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In-Person Events

Enter venue details, complete address, and optional map link for easy navigation

Virtual Events

Provide online access information, meeting links, or streaming platform details

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4. Ticket Options

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Free RSVP

Perfect for community events, meetups, and open gatherings

Paid Tickets

Create multiple ticket tiers with different pricing and benefits

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5. Review and Submit

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Preview your event to ensure all information is accurate and complete, then submit for approval.

Review Checklist:

• All required fields completed
• Event image uploaded and properly sized
• Date, time, and location verified
• Ticket pricing and inventory set

ℹ️ Info
All events require admin approval before being published. This process typically takes 1-2 business days. You can save your event as a draft to continue working on it later.

Managing Events

Comprehensive Event Control

Once your event is created, access powerful management tools through the organizer dashboard. Monitor performance, update details, and engage with your audience all from one centralized location.

Edit / Delete / Duplicate

Edit Events

Update any details of your event before or after publication. Changes to published events may require re-approval.

Features: Real-time updates • Version history • Bulk editing

Delete Events

Remove events that are no longer taking place. Deleted events cannot be recovered, so use with caution.

Features: Confirmation required • Attendee notifications • Automatic refunds

Duplicate Events

Create a copy of an existing event as a template for a new one. Perfect for recurring events or similar formats.

Features: Template creation • Batch operations • Series management

Visibility Status

Event Status Lifecycle
Track your event's progress through our approval and publication workflow.

1. Draft - Saved but not submitted for approval. Continue editing anytime.
2. Pending - Submitted and awaiting admin approval. Review typically takes 1-2 days.
3. Published - Approved and visible to all users. Ready for RSVPs and ticket sales.
4. Cancelled - Event no longer taking place but remains visible with cancelled status.

View RSVPs and Check-ins

Attendee Lists

View comprehensive lists of all attendees who have RSVP'd or purchased tickets

• Filter by ticket type
• Search by name or email
• Sort by registration date

Export Data

Export attendee information to CSV for offline management and analysis

• Complete contact information
• Ticket purchase details
• Check-in status

Check-in System

Use QR code scanning at the event to track attendance and manage entry

• Real-time check-in
• Duplicate prevention
• Attendance analytics

Event Dashboard

Performance Analytics & Insights

Get real-time insights into your event's performance with comprehensive analytics and actionable data to optimize your event strategy.

Event Statistics

• Total RSVPs and ticket sales - Real-time tracking
• Visitor counts to event page - Traffic analytics
• Conversion rates from views to RSVPs - Performance metrics

Quick Actions

• Share event on social media
• Manage event details
• Contact attendees

💡 Coming Soon: Enhanced Analytics
The Llama Events team is working on expanded analytics features including demographic information, traffic sources, and sales trend analysis.

Selling Tickets

Flexible Ticketing Solutions

Create sophisticated ticketing strategies with multiple tiers, pricing options, and inventory management to maximize revenue and attendance.

Example Ticket Tiers:

Tier	Price	Details
Early Bird	KES 1,000	Limited early bird tickets (50 available)
Regular	KES 1,500	Standard admission (200 available)
VIP	KES 3,000	Premium experience (25 available)

Add Ticket Tiers

Example Ticket Tier Configuration:

{
  "name": "Early Bird",
  "price": 1000, // In smallest currency unit (cents)
  "quantity": 50,
  "description": "Limited early bird tickets at discounted price",
  "startDate": "2023-08-01T00:00:00Z",
  "endDate": "2023-08-15T23:59:59Z"
}

Tier Strategy Benefits:

• Encourage early registration with discounted pricing
• Maximize revenue with premium tier options
• Create urgency with limited-time offers
• Segment audience based on engagement level

Set Inventory and Pricing

Inventory Control

Define the total number of tickets available for each tier with automatic tracking and sold-out notifications.

Dynamic Pricing

Set prices in your local currency (KES for Kenyan events) with support for multiple pricing strategies.

Time-Based Sales

Optionally set sales start and end dates for each tier to create strategic sales windows.

Handle Refunds & Cancellations

Streamlined Refund Management
Process refunds quickly and efficiently to maintain customer satisfaction and trust.

1. Access Attendee List - Navigate to your event's Attendee List in the management dashboard
2. Locate Ticket Holder - Find the specific ticket holder and select "Refund" from the action menu
3. Choose Refund Type - Select between full refund or partial refund based on your refund policy
4. Submit Request - Submit the refund request for processing and automatic attendee notification