Events
Events are created through a short guided wizard (Basic info → Registration → Content → Details → Review). Rather than walk every field, here’s what to decide well — the choices that shape how the event behaves.
Skip the typing — Create with AI. Already have a poster or a WhatsApp promo message? Use Create with AI: paste the text or upload the poster (under 4 MB) and it fills in the event for you. If something’s ambiguous it asks a quick follow-up, then you review and publish. Great when marketing has already made the material.
Pick the right registration type
This is the most important choice. It determines what students experience:
| Type | Use it for |
|---|---|
| No registration | Info sessions, drop-ins — just publicised. |
| First come, first served | Open workshops and socials. Instant confirmation; overflow goes to a waitlist automatically. |
| Application required | Recruiting and selective events. You review and decide. Can require CV, transcript, extra documents, and custom questions. |
| Ticketed | Paid (or free-but-ticketed) events with QR check-in. Set prices under Manage Tickets. |
| External | The event lives on another platform — UniClubs sends students there and just counts the click-throughs. |
Registration vs. ticket — a different mental model. With registration (first-come or application) a person signs up once, for themselves — it’s a personal commitment to attend. A ticket carries no such commitment: someone can buy several (there are multiple ticket types), and a ticket isn’t tied to one named person the way a registration is. Choose ticketed when “how many seats sold” matters more than “who personally committed.”
Control who sees and joins it
Visibility and who may register are two separate decisions — and mixing them well is where clubs get more attendance:
- Visibility: Public, Members Only, or Staff Only. Even for a members-only event, we recommend keeping visibility Public — let everyone see it (it advertises your club and its perks), then restrict registration to members.
- Membership requirement: require members to register, optionally exclude free-tier members, optionally accept partner-club members (and optionally exclude their free tier too).
- Capacity & timing: max attendees (blank = unlimited), and when registration opens/closes (at start, at end, or a custom window).
When a first-come or ticketed event opens at a set time, UniClubs runs a fair drop by default: people can enter from 2 minutes until 30 seconds before the opening, and in the seconds before the opening the spots or tickets are drawn at random among them instead of going to whoever clicked fastest. Those not drawn for a first-come event join the waitlist in draw order; leftover tickets simply go on sale. It still takes some commitment to be there at the right minute, but it takes the frustration out of hyped events. You can switch it off under Advanced in the registration step, for example for small events where nobody races. Fair drops explains it from your members’ side, handy to link in your announcement.
Don’t lock out your own club by accident. Two things to sanity-check before requiring membership: does your club actually offer memberships, and do you have a paid tier? If you have no memberships, or all your tiers are free and you tick “exclude free-tier members,” you can exclude your entire club. (This is exactly what the hidden staff tier protects against.)
Verified partner-club membership. When you accept partner-club members, UniClubs actually confirms each person is a real member of the partner club — so a members-only event co-run with another club can safely admit both clubs’ members without you checking any lists. It’s one of the things UniClubs can do that a form never could.
Eligibility restrictions
Beyond membership, you can limit an event to the people it’s actually meant for — under Eligibility restrictions in the Basic info step. Each restriction can either allow only or exclude a group:
- University — verified students of your university.
- Study program — specific programs, or whole levels at once (e.g. all Master’s programs for a Master’s-only case challenge).
- Gender — e.g. a women-in-consulting workshop, with the option to always welcome people who chose Other or Prefer not to say.
- GPA — a minimum grade, compared fairly across grading scales.
Restrictions apply to every event, free or paid, whether or not it’s members-only. Students who don’t match see exactly which requirement they’re missing, so nobody is left guessing why they can’t sign up. Guests buying tickets without an account aren’t checked.
Since students fill in these details themselves, treat restrictions as a strong filter rather than a guarantee. Your registration list points out the cases worth a second look. Club staff are never blocked on their own events, so test a restriction with an account that isn’t on your team.
Show — or hide — the registration count. The public “23/50 registered” bar is a toggle. Show it to build momentum on a popular event; hide it early on so a slow start doesn’t put people off.
The details that raise attendance
- Agenda & speakers — add a structured programme. You can make the detailed agenda attendees-only, so the full line-up is a reason to register.
- Companies & partners — tag co-hosting companies or clubs on the event (this also affects who can review applicants — see Applications & registrations).
Two images, two jobs. The featured image is shown as-is on event cards and listings — aim for a clean 4:3 graphic. The hero image is the background on the event page, cropped to fit with a dark gradient and text laid over it — so keep text and logos out of it, or they’ll be hidden. If you only upload one, use the featured image; the hero falls back to it.
Duplicate instead of rebuilding. Running a recurring format — weekly workshop, annual gala? Duplicate last time’s event and edit the dates. All the settings, questions, and ticket types come with it.
Draft, publish, cancel
Events stay Draft (invisible to students) until you publish. If plans change, Cancel Event lets you give a reason and choose whether to notify everyone who registered — it won’t silently strand your attendees.