> For the complete documentation index, see [llms.txt](https://support.pears.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.pears.io/plan/community-events/create-a-community-event.md).

# Create a Community Event

Learn how to create a new community event in PEARS, including event details, delivery methods, scheduling, and general information.

This article walks through the steps to create a new community event in PEARS. A community event tracks a public, unlisted, or internal event that participants can register for and attend, including its scheduling, location, and delivery details.

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**TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. Required fields must be completed before you can save the record.
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#### Navigate to Community Events

From the PEARS homepage, hover over the **Plan** menu in the top navigation bar and click **Community Events**.
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#### Click Add

On the Community Events list page, click the **Add** button to open the event form.

![Screenshot: The Community Events list page with the Add button highlighted at the top right, next to the Export Payment Details and Export buttons](https://2560412328-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ff0820LrBGQ9ZA8SC4BR1%2Fuploads%2F5J6QZ3TI90AFtYxhHhKp%2Fcommunity-event-list-add-button-highlighted-v2.png?alt=media)
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#### Enter an Event Name

In the **Event Name** **\*** field, enter the title for this event. This is the name that will be displayed to registrants on the event listing.

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**TIP:** Choose a clear, descriptive name that helps registrants understand what the event is about at a glance.
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#### Enter Event Details

In the **Details** **\*** field, enter the full event details using the rich text editor. This field supports formatted text, links, and other rich content to describe what participants can expect.
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#### Enter a Summary

In the **Summary** **\*** field, enter a brief phrase or sentence that describes the event. The summary appears on event listing pages and search results.
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#### Select Delivery Methods

Under **How will participants engage with this event?** **\***, check one or more delivery methods:

* **Virtual** -- The event will be delivered online.
* **In Person** -- The event will be held at a physical location.

You may select both options if the event offers a hybrid experience.
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#### Select a Location (if in-person)

If you selected **In Person** as a delivery method, select the **Location** where the event will be held. Start typing to search for an available site.

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**NOTE:** The **Location** field appears and is required only when **In Person** is selected as a delivery method. An event delivered only virtually cannot have a site — if you change an event's delivery method to **Virtual** only, its location is cleared.
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#### Select a Unit

In the **Unit** **\*** field, select the extension unit responsible for this event.
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#### Select Program Areas

If your organization uses program areas, select the program area(s) that apply to this event in the **Program areas** field. At least one program area is required.
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#### Select Event Categories (optional)

In the **Categories** field, select one or more categories to help classify the event and help people find it on the public event site.
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#### Set the Event Schedule

Complete the following date and time fields:

* **Time zone** -- The time zone for the event schedule. Defaults to your organization's time zone.
* **Start Date and Time** -- The date and time the event begins.
* **End Date and Time** -- The date and time the event ends, which cannot be earlier than the start. While this field is blank, picking a start time fills it in with a time one hour later.

{% hint style="warning" %}
**NOTE:** All three scheduling fields are required. Ensure the time zone is accurate, especially for virtual events with participants in multiple regions.
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#### Indicate if the Event Has Multiple Sessions

Select **Yes** or **No** for the **Does this event have multiple sessions?** **\*** field. If you select **Yes**, you will configure individual sessions in the [Event Sessions](/plan/community-events/event-sessions.md) step after saving.
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#### Upload Event Images (optional)

Upload images for the event:

* **Cover Image** -- A full-size image displayed on the event detail page.
* **Listing Thumbnail** -- A smaller image displayed on event listing pages. If you upload a cover image but no listing thumbnail, PEARS uses your organization's default listing thumbnail if one is set; otherwise it automatically center-crops the cover image to fit the square thumbnail.
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#### Add Uploads (optional)

In the **Attach files** field, attach any relevant files or documents, such as agendas, maps, or supplementary materials. Registrants can download these files from the public event page.
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#### Configure Additional Options (optional)

Complete any additional optional fields as needed:

* **This is an unlisted event** -- Check this option if the event should not appear in public event listings. Unlisted events can still be accessed via a direct link by anyone who has it.
* **This is an internal event** -- Check this option if only PEARS users in your organization should be able to see or register for the event. Visitors who follow the link without signing in are sent to the PEARS login page, signed-in users outside your organization see a message that they must be a member to view it, and the event is hidden from public search engines. This option can be combined with **This is an unlisted event** to also hide the event from logged-in users' public catalog.
* **This is a promotional event where no registration is needed** -- Check this option if the event is for promotional purposes only and does not require registration.
* **Allow group registrations** -- Check this option to allow registrants to register additional people during the registration process. When unchecked, the "Add another person" step is skipped and registrants go directly to the summary page after completing their own registration. This option is off by default.
* **Create new CRM contacts automatically** -- Check this option to automatically create CRM contact records for registrants. This option appears only when your organization uses the CRM.
* **Internal Comments** -- Enter any internal notes about this event.

![Screenshot: The Additional Information section of the community event form with the Allow group registrations, This is an unlisted event, This is an internal event, promotional event and Create new CRM contacts automatically checkboxes, followed by the Program areas, Categories, Attach files and Internal Comments fields](https://2560412328-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ff0820LrBGQ9ZA8SC4BR1%2Fuploads%2FqGG8JP0Q4ufPtsSBDz98%2Fcommunity-event-additional-information-section.png?alt=media)
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#### Save and Continue

Click the **Save and continue** button at the bottom of the form. PEARS saves the event and takes you to the next step in the workflow: the [Collaborators](/plan/community-events/collaborators.md) page.

To save without continuing, click the **Save** button instead.

{% hint style="info" %}
**TIP:** If you created this event by copying an existing event, a **Copied From** field on the event detail view links back to the original event. The same information is included in the [Export](/plan/community-events/export.md) so you can trace copy history later.
{% endhint %}

![Screenshot: The filled-in community event General Information form from Event Name, Details and Summary through the Cover Image and Listing Thumbnail uploads, the Where section with delivery methods, Location and Unit, the When section with the multiple sessions question, Time zone and start and end dates, the Additional Information section, and the Save and continue, Save and Cancel buttons](https://2560412328-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ff0820LrBGQ9ZA8SC4BR1%2Fuploads%2FMvPPWgtTbQokBsN9KqqD%2Fcommunity-event-general-info-form-full-v2.png?alt=media)
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