How to Manage an Event

Overview

Managing an event covers everything organizers do after signing in: creating the event, keeping its details accurate, handling exhibitors, and inviting team members. It exists so organizers and admins can run the event day to day — from the listing attendees browse to the team page and reports behind the scenes. It is for event organizers and team admins with a Cohart account, not for general attendees. Your work shows up across the Events listing, the event detail page with its Exhibitors, Artworks, Feed, Map & Directory, and Sponsors tabs, and the team page where members are added, plus tools like Check-In and Donation Report. By the end of this guide your event will be live with its details filled in, exhibitors added, and team members invited.

Before you start

• A Cohart account, signed in — management tools only appear for organizers and admins of the event. No account yet? See How to Sign Up.
• If the event does not exist yet, create it first via the Create event button — see How to Create an Event on Cohart. Have ready: event title, event type, venue address (or online link), description, cover image, capacity, and commission terms.
• To invite team members, collect each person’s First name and Email address beforehand — the Add member form requires both.
• To find an existing event on the listing, use the search bar or the All events / Upcoming events, Event Type, and Event Date (Newest) filters.

Steps

1. Sign in to Cohart

Sign in with your email address and password, or use Google or Apple.

2. Navigate to the Events page

After signing in, you land on your dashboard. Click Events in the left sidebar.

3. Search or filter events

The Events page shows a list of all events on the platform. Use the search bar (“Search by title, location, artist or gallery name”) to find specific events, or filter using All events, Upcoming events, Event Type, or Event Date (Newest).

4. Create a new event

Click the Create event button at the top of the Events page. A form opens with all the fields you need to set up your event.

5. Fill in event details

In the event creation form, enter the following:

• Event title — the name of your event (for example “Example Art Fair 2026”).
• Event type — select the type that best matches your event.
• Location — search for an address using the “Search address” field.
• Venue details (Optional) — add extra location information.
• Online URL — if applicable, add the link to your virtual event.
• Description — tell attendees about your event in the “Tell people a little more about your event” field.
• Image — upload a cover image for your event.
• Capacity — set the maximum number of attendees (defaults to “Unlimited”).
• Commission — set commission percentages if applicable.

6. View your event on the listing

After creating the event, it appears on the Events listing page. Each event card shows the event name, date, and action buttons:

• Going — mark that you are attending.
• Maybe — mark that you might attend.
• RSVP — respond to the invitation.
• Invite — invite others to the event.
• Share — share the event.

7. Open your event to manage it

Click on the event name to open its detail page and reach that event’s management view.

8. Use the management tabs

The event detail page has tabs for managing different aspects of your event:

• Exhibitors — manage the exhibitors participating in your event. The count shows in the tab label (for example “Exhibitors(0)”).
• Artworks — manage artworks displayed at the event.
• Feed — view and post updates.
• Map & Directory — manage the event map and directory.
• Sponsors — manage sponsors.

9. Add a new exhibitor

Click Add New to add an exhibitor or ticket type. A form opens where you enter:

• First name
• Email address
• Ticket or package details (for example “Early Bird”, “VIP Booth”, “Sponsor Package”)
• Details — optional information like seating or perks

Click Check-In to manage attendee check-ins, or click Donation Report to view donation data.

10. Manage your team

Click Manage Team to open the team management page.

11. Invite team members

On the Team page, click Add member to invite someone to your event team. Enter their First name and Email address, then send the invitation.

Tips

• Sign-in alternatives: You can sign in with Google or Apple instead of email and password.
• Searching events: Use the search bar on the Events page with keywords like title, location, artist, or gallery name.
• Event filters: Use the All events, Upcoming events, Event Type, and Event Date (Newest) filters to narrow the list.
• Cookie consent: If a cookie banner appears when you first visit, click Reject all or Accept all to dismiss it.

Troubleshooting

• Sign In button is greyed out → both email and password fields are not filled in yet → fill in both fields, since the button stays disabled (opacity 40%) until both have values.
• Cannot sign in at all → you may have forgotten your password → click Forgot Password? on the login page to reset it.
• Cannot find your event on the listing → your event may be on a later page → use the search bar or change the sort order with Event Date (Newest).
• Dialog won’t close → press the Escape key or click outside the dialog to close it.
• Add New form fields not visible → the form opens in a dialog that may not have appeared → try clicking Add New again.