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.

• Who it’s for — event organizers and team admins with a Cohart account, not general attendees.
• What it’s for — running the event day to day, from the listing attendees browse to the team page and reports behind the scenes.
• Where it shows — the Events listing, the event detail page (Exhibitors, Artworks, Feed, Map & Directory, Sponsors tabs), the team page where members are added, plus tools like Check-In and Donation Report.
• What you end up with — an event live with its details filled in, exhibitors added, and team members invited.

Before you start

• A signed-in Cohart account. 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, and — if relevant — the donation toggle and the exhibitor artwork limit. Capacity and commission are not set at event creation.
• To add team members, know their existing Cohart account. Add member searches for a Cohart user and adds them right away as an active member; no email invitation is sent.
• 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. Find the event you organize on the Events listing

The Events page shows a list of all events on the platform. To reach the one you organize, use the search bar (“Search by title, location, artist or gallery name”), 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 one or more types that match your event.
• Location — search for an address using the “Search address” field, or switch to Online and add the virtual event link.
• Venue details (Optional) — add extra location information.
• 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.
• Enable donations — optionally let attendees donate to the event.
• Max artworks per exhibitor — cap how many artworks each exhibitor can submit (blank = unlimited).

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:

• On other people’s events: Going and Maybe to respond, plus Invite and Share.
• On your own events: Invite and Share (you cannot RSVP to your own event).
• RSVP responses persist and can be changed to Not Going from the event page.

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 ticket tier or exhibitor

In the Event Tickets box, click Add New to create a ticket tier: Ticket name, Price, Quantity, Description, and the ticket Sale period.

Tickets need the Premier plan. Lower-plan accounts see an upgrade prompt here.

To add exhibitors, use Invite → Invite exhibitors or manage them from the Exhibitors tab. Check-In (organizer QR scanning for attendees) and Donation Report (only when donations are enabled) sit in the same creator toolbar.

10. Manage your team

Click Manage Team to open the team management page.

11. Invite team members

On the Team page, click Add member, search for an existing Cohart user, choose their role (currently Ticket Scanner), and add them. The member is added immediately as active — no invitation email is sent.

Tips

• Sign-in alternatives. You can sign in with Google or Apple instead of email and password.
• Finding an event you organize. Use the search bar on the Events listing with keywords like title, location, artist, or gallery name.
• Event listing 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.
• Need to edit an event you already published → published events are managed from their detail page → click the event’s name on the Events listing to open it and use the management tabs there.
• 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.