Global AI Community — Events Guide

This guide covers everything related to Events in the My Community portal — from viewing your events to creating and managing them as a Chapter Lead.

URL: https://globalai.community/my/events
Access: Must be logged in. Event creation requires a Chapter Lead role.

Overview

The Events section (📅 in the portal nav bar) is the hub for events you organise or manage as a Chapter Lead. It is separate from the Tickets section, which shows events you attend as a regular member.

From here you can:

• View upcoming and past events you manage
• Add new events to your chapter calendar
• Access the full event management dashboard for each event

The Events List Page

When you navigate to the Events tab, you see two sections:

Upcoming

Events you are organising that have not yet taken place. Each event card shows:

• Date (large day/month/year on the left)
• Status badge — e.g., Pending (yellow) while under review, or Published once approved
• Event series label — e.g., Global AI Bootcamp - New or Build //localhost, shown as a coloured tag
• Event title
• Time and timezone
• Location (city and country for in-person events)
• Associated chapter name

Past

Events you have previously organised, displayed in the same card format.

Click the › arrow on any event card to open its full management dashboard.

Adding a New Event

Click the + Add event button (top-right, orange) to launch the 6-step event creation wizard.

Who can add events? Only Chapter Leads can create events. The event is always created on behalf of your chapter.

Step 1 — Type

Question: "What would you like to add?"

You choose the type of event to create. There are two categories:

General Event

• Adds a standalone event to your chapter's calendar.
• Use this for meetups, workshops, talks, or any custom event your chapter is organising independently.

Global Events

• Join an officially organised Global AI Community event series.
• These are curated global campaigns that your chapter can participate in locally.
• Example: Build //localhost — a local community version of Microsoft Build, running Jun 8 – Jun 30, 2026.
• Selecting a global event links your local instance to the broader campaign.

Click the card for the type you want to proceed to Step 2.

Step 2 — Registration

Question: "How do people register?"

Choose how attendees will register for your event:

Option	Description
Global AI registration ⭐ Preferred	Attendees register directly on the Global AI Community platform and receive a QR-code ticket. You manage the guest list and check-in from the dashboard.
Lu.ma	The platform creates an event on your Lu.ma calendar and grants you organiser access.
External link	Attendees are redirected to an external registration page (e.g., Eventbrite, a custom form, etc.).

Additional options on this step:

Capacity (optional)

• Set a maximum number of attendees.
• Leave blank (shown as "No limit") for an unlimited event.
• If using Global AI registration, a capacity of 250 is set by default.

Registration open (toggle)

• Toggle ON (default) to accept new registrations immediately.
• Toggle OFF to pause registrations — useful if you want to set up the event before opening it to attendees.

Click Continue to proceed.

Step 3 — When

Question: "When?"

Set the date and time for your event.

Field	Description
Date	Day, Month, Year — three separate dropdowns
Start time	Hour and minute dropdowns (24-hour format)
End time	Hour and minute dropdowns (24-hour format)
Timezone (required)	Select the timezone the event takes place in (e.g., IST, CET, EST). Defaults to your last-used timezone.

Click Continue to proceed.

Step 4 — Where

Question: "Where?"

Set the location and format of your event.

Event Type (required)

Choose one of three formats:

Type	Description
In-Person	A physical event at a real-world venue
Virtual	An online event with no physical location
Hybrid	Combination of in-person and virtual attendance

In-Person location fields (shown when In-Person or Hybrid is selected):

Field	Description
Location	Start typing an address — auto-filled via Google Maps search
Venue name	Name of the venue (e.g., "Microsoft Office", "IIT Bombay")
Address	Full street address (auto-populated from the location search, or enter manually)
City	City name (pre-filled from your profile)
Country	Country dropdown (pre-filled from your profile)

Tip: Use the Location search bar first — it uses Google Maps to auto-fill the Address, City, and Country fields for you.

Click Continue to proceed.

Step 5 — Details

Set the descriptive information for your event's public listing page.

Fields on this step include:

Field	Description
Event title	The public name of your event
Description	A rich-text description of the event — what it's about, who should attend, speakers, agenda, etc.
Event image / banner	Upload a cover image for the event listing
Language	The primary language the event will be held in
Tags	Keywords to help people find the event

Click Continue to proceed.

Step 6 — Confirm

Review a summary of all your event details before submitting:

• Event type and series
• Registration method and capacity
• Date, time, and timezone
• Location
• Title and description

If everything looks correct, click Submit (or Confirm) to create the event.

What happens next? After submission, your event enters an "Under review" state. The Global AI Community team reviews all new events, typically within 24 hours. You will receive an email once your event is approved or if any changes are required.

Event Status Labels

Events display a status badge on their card in the list and on their dashboard:

Status	Colour	Meaning
Pending	🟡 Yellow	Submitted and awaiting review by the Global AI Community team
Under review	🟡 Yellow	Currently being reviewed — editing is temporarily locked
Published	🟢 Green	Approved and publicly visible on the website
Cancelled	🔴 Red	The event has been cancelled

Event Management Dashboard

Once your event is created, clicking on it opens the full Event Management Dashboard. This is where you manage all aspects of the event after it is live.

The dashboard has a tab bar at the top with the following sections:

🏠 Dashboard (Home)

The overview page for your event. Shows:

• Event title, type badge (In-person / Virtual / Hybrid), and status badge
• Date, time, and timezone
• Location
• Associated chapter
• Event series (if part of a global campaign)
• Created by (organiser name and date)
• View public page button — opens the public-facing event listing in a new tab
• Registrations summary — number of spots filled, with a breakdown of approved, pending, declined, checked-in, and cancelled attendees
• Who has access — list of people with organiser/admin access to this event
• Manage registrations button
• Cancel event and Delete event buttons (bottom of page)

ℹ️ Details

Edit the event's public-facing information:

• Event title
• Description
• Banner image
• Language, tags, and other metadata

🕐 When

Edit the date, time, and timezone of the event.

📍 Where

Edit the event type (In-person / Virtual / Hybrid) and location details.

👥 Registrations

Full attendee management:

• View the complete list of registered attendees
• Approve, decline, or cancel individual registrations
• Export the guest list
• Add attendees manually

📷 Scanner

QR code check-in tool for use at the event:

• Scan attendee QR tickets on arrival
• Mark attendees as checked in
• Monitor check-in progress in real time

✉️ Messages

Send email messages to your registered attendees:

• Write custom messages to all or selected attendees
• Send event reminders, updates, or follow-ups

🎬 Sponsors

Add and manage sponsors for your event:

• Upload sponsor logos
• Add sponsor names and links

🧩 Integrations

Connect third-party tools and services to your event (e.g., streaming platforms, survey tools, etc.).

⚙️ Settings

Event-level settings such as visibility, co-organiser access, and other configuration options.

While Under Review

When an event is under review, the following restrictions apply:

• You cannot edit any event details (Details, When, Where, etc. tabs are locked)
• You cannot manage registrations
• The event is not yet publicly visible

Review typically completes within 24 hours. For questions, contact: support@globalai.community

Cancelling or Deleting an Event

From the event's Dashboard tab (scroll to the bottom):

Action	Description
Cancel event	Marks the event as cancelled. Attendees are notified. The event remains visible but shows as cancelled.
Delete event	Permanently removes the event. This cannot be undone.

Use Cancel if the event is no longer happening but you want to keep a record. Use Delete only if the event was created in error.

Tips for Chapter Leads

• Use Global AI registration (the preferred option) to keep all your attendee data in one place and use the built-in QR scanner at your event.
• Set Registration open to OFF while you're still setting up your event, then turn it ON when you're ready to go public.
• Use the Location search on the Where step to auto-fill your venue details quickly via Google Maps.
• Check your event's public page after approval to make sure everything looks correct before sharing it with your community.
• Use the Messages tab to send reminders to registered attendees a few days before the event.
• Use the Scanner tab on the day of the event to check in attendees by scanning their QR tickets.