An event needs only a name and a date. Everything else — the location, the space, the manager, the budget, the entertainment requirements — can be filled in later, or never.
Find it under Workspace → Events. You need the Events permission to open it, Events · Create to add one, and Events · Edit to change one.
The fields
Event name (required, at least two characters), Date (required), Category, Start time, End time, Location, Space (the list narrows to the location you chose), Program, Event manager, Status, Client, Capacity, Expected attendance, Budget min, Budget max, Budget currency (US dollars or Canadian dollars) and Description.
Then Entertainment Requirements — ten free-text fields that travel with the event and describe what you need at the event: Genre, Number of performers, Performance length, Setup time, Technical requirements, Dress code, Age restrictions, Preferred experience, Languages and Special requests.
Two rules are enforced on save: Budget max cannot be less than Budget min, and any location, space, program or manager you pick must belong to your organization. A budget needs a currency: if you enter an amount, choose US dollars or Canadian dollars. The currency is suggested from the location's country.
The event's status follows its bookings
You set only two statuses on the edit form: Draft (not published yet) and Planned (the status follows its bookings). From then on ARRIVE works the status out from the event's bookings every time you open it:
- Nobody booked — no live booking yet.
- Awaiting Professional — you've asked someone and they haven't answered.
- Pending Payment — someone is chosen and the booking is waiting for your payment.
- Confirmed — paid.
- Live — the event has started and was paid. Completed once it has ended.
- Ended — the event has passed and nothing was paid.
With several bookings on one event, the status is the one furthest behind — one booking still waiting for payment keeps the whole event at Pending Payment.
Cancelled and Archived come only from the Cancel and Archive buttons on the event page.
On the Events list, an event that needs something from you also shows what: Pay, Sign, Choose or Book. You only see the ones you have permission to do. The Needs you tile counts them.
Sending the first booking request for a Draft event moves it to Planned. If your organization has turned on Auto-publish events in Settings → Automation, a Draft event also moves to Planned as its date approaches.
Next steps
At the top of every event page, a Next steps card lists what is left to do, from the event's real state: pay, sign the agreement, choose who to book when someone has said yes, add a location (and a space, if that location has spaces), open tasks, and message the professional you've booked. Each open step has its button; done steps are ticked. When nothing is left, it says All set for this event. Messaging and the space are optional and never hold up "All set"; open tasks do.
Until someone is booked, the card shows Nobody booked yet with Book from your network and Post an opportunity. After that it shows Add a professional with the same two buttons — an event can have more than one professional — until the event is cancelled or its date has passed. Each open opportunity for the event has its own line — Opportunity: [title] · N applications — and opens it. Once one is posted, the button reads Post another opportunity. Post an opportunity opens the opportunity form with the event's date, start time, location and space, and the opportunity belongs to this event.
The card only offers what you have permission to do. A member who can't pay sees "Waiting for payment: [name]" instead of a Pay button.
In Coming up on Overview, an event with a step for you shows a Needs you chip — for example "Needs you · Pay by Sat Oct 17, 3:11 PM" or "Needs you · Sign the agreement" — which opens the event at this card.
Changing an event that has a booking
Once an event has a live booking (waiting for an answer, waiting for payment, paid or signed):
- The date and start time can't be changed here. You'll see: "This event has a booking with [name], so its date and time can't be changed here yet. Message [name] to agree a change, or cancel the booking and book again for the new date."
- The location and space can be changed. The new place is copied onto the booking, and the professional you've chosen is told by notification and email — for example "Location for your booking on Sunday, October 18: Patio, MyCity Venue". Their agreement isn't reissued, and their reminders show the new place.
- The location and space can't be removed. You'll see: "This event has a booking with [name], so its location can't be removed. Choose a different location, or cancel the booking first." (The same, with "space", if you clear only the space.)
- The end time can change. If you left it blank, ARRIVE fills it in from the booking's start time and length.
- Everything else can change, and nobody is notified.
Every save that changes something is written to the event's Timeline, for example "Edited the event: location, space."
The workspace
Open an event and you get these tabs:
- Overview — the record, the description, and the entertainment requirements you filled in.
- Requests — shown once you've sent booking requests for this event: every spot, who you asked and where each of them stands. This is where you book someone, or stop a request.
- Budget — see below.
- Performers — who is booked for this event.
- Documents — the event's Booking agreements (one line per booking: Not signed, Signed by you, Signed by [name] or Signed by both, with Open agreement or Open signed copy), and files attached from your asset library.
- Tasks — to-dos with an assignee and a due date, managed by anyone who can edit the event.
- Timeline and History — what changed on the event and who did it, and its created / updated / archived stamps.
- Messages — internal threads about this event.
- AI Assistant — questions about this event's own record.
Budget
The Budget card shows the range you typed, in the budget's currency. Spend (paid) is what has been charged for this event's bookings, less refunds; bookings not yet paid are not counted, and amounts in different currencies are shown separately, never added together. Remaining is the budget less the paid spend in the budget's own currency.
Requests books professionals; Performers is a read-only list
To book someone for an event, send a booking request from Marketplace → Bookings → New Booking and attach it to the event — see Booking a performer directly — or use Book from your network on the Next steps card. The event then gets a Requests tab, where you press Book on the professional you want for each spot, or Stop this request if you no longer need anyone.
A booking request joins an event already on that date only when the date, location and start time all match. If an event that day is at a different time or place, you're asked which you want: Update the event to this booking's time and place, Attach anyway (the event keeps its own time), or Make a new event. Nothing is attached without asking. Updating is refused once the event has a booking — attach, or make a new event. If the request can't be sent, the event is left as it was. A booking also fills an event's empty location or space; it never replaces one the event has.
The Performers tab lists the professionals on your organization's bookings for this event. It is derived, not edited: there is no add or remove there, so it stays empty until a booking exists.
Documents use a different permission
Attaching a file to an event is governed by the Organization Profile permission, not by Events. A member with full Events access may still find they cannot attach anything.
Cancelling, archiving, and the fact there is no delete
Cancel sets the status to Cancelled. The event stays in your lists and on the calendar, marked as cancelled — which is usually what you want, because a cancelled night is still a fact about your program.
Archive removes it from your lists. There is no delete, and no restore button.
Cancelling or archiving withdraws every request still waiting for an answer, and each professional is told — "cancelled" or "closed". Bookings awaiting payment and paid bookings stay. The dialog lists them with links so you can cancel each from its own page.
What this does not do yet
The description is plain text — rich formatting is not available here yet. There is no duplicate-event action, no attendee or ticketing tracking, no delete and no restore. Moving the date of an event that has a booking isn't possible yet — message the professional, or cancel and book again. Nothing checks capacity against expected attendance, and nothing prevents two events sharing a space at the same time — the calendar flags overlaps after the fact.