Build Your Event Dream Team with Co-Hosts

Running successful business events requires coordinated teamwork and clear delegation. With PartyLabz's Team feature, event professionals, conference organizers, and non-profits can bring staff members and colleagues on board to manage every aspect of networking events, trade shows, master classes, and conferences. This dedicated workspace lets you add and manage co-hosts who can share organizational responsibilities while maintaining centralized control and accountability.

Whether you're organizing a professional conference, corporate training, industry meetup, or charity fundraiser, the Team feature helps streamline workflows for event management companies and business teams.

How to Add and Manage Your Event Co-Hosts

Adding Co-Hosts to Your Event

1. Navigate to your event workspace
2. Click on the "Team" tab in the main navigation menu
3. Click the "Add" button at the top of the page
4. Select one or more people from the list (this list comes from your People page)
5. If the person isn't listed, click "Create" to add a new person first, then select them

At this stage, you're simply designating who will help with the event planning. No invitation is sent automatically. You can select multiple co-hosts at once to build your complete event management team.

Note: Free event plans don't support adding co-hosts. You'll need to upgrade to add team members.

What Can Co-Hosts Do?

Co-hosts have extensive permissions to help manage your event. They can do virtually anything related to the event that the main host can do. Their capabilities include:

• Manage the guest list and RSVPs
• Send invitations and messages to guests
• Edit event website content and details
• Track and manage event budgets
• Scan guest QR codes at check-in
• Purchase upgrades or add-ons for the event
• Create and complete tasks in the Checklist feature
• Manage event Timeline activities and deadlines
• Use the Tally feature to count specific actions (like welcome packages distributed or complimentary drinks served)

The only action co-hosts cannot perform is deleting the event entirely. This protection ensures you maintain ultimate control of your event.

Making Co-Hosts Event Attendees

Your co-hosts might also want to attend the event themselves. You can designate them as both helpers and guests:

1. Find the co-host in your Team list
2. Click the "Edit" button next to their name
3. In the pop-up dialog, check the "Is attendee" box
4. Save your changes

When a co-host is also an attendee, they'll appear on both the Team page and your Guest List. Their RSVP status and party size (how many people they're bringing) will be visible on both pages.

Transferring Event Ownership

Need to hand over the reins completely? You can promote any co-host to become the primary event host:

1. Locate the co-host in your Team list
2. Click the three-dot menu (...) next to their name
3. Select "Promote to Host" from the dropdown menu
4. Confirm your decision in the prompt that appears

After promotion, the system will automatically:

1. Send an email to the new host notifying them of their new role
2. Send you an email confirming you've transferred ownership
3. Switch your status from host to co-host

How Co-Hosts Access the Event

Your co-hosts can access the event workspace in several ways:

1. Direct URL: You can share their personal access link found in the "Guest's URL" dialog (accessible via the three-dot menu next to their name)
2. My Events Page: If you've marked them as attending, the event will appear on their "My Events" page with a special "Co-hosting" badge
3. Email Invitation: You can send formal invitations through the "Messaging Center" which will include their unique access link

Advanced Team Management Tips

Task Management with Checklist and Timeline

PartyLabz offers powerful task management tools that work seamlessly with your event team:

• Checklist: Create to-do items and assign specific tasks to co-hosts. Track completion status and ensure nothing falls through the cracks for your event.
• Timeline: Map out your event planning schedule with deadlines and milestones. Assign timeline activities to different team members to distribute the workload.
• Tally: Perfect for day-of-event tracking, this feature lets co-hosts count and record specific actions or items, such as welcome packages distributed, session attendees, or complimentary drinks served.

Key Takeaways

• Shared Responsibility: The Team feature lets you distribute event planning tasks among trusted friends and family, making complex events more manageable while keeping you in control.
• Flexible Roles: Co-hosts can handle almost all event management tasks and can be both organizers and attendees, giving you complete flexibility in how you structure your event team.
• Easy Access: Multiple ways for co-hosts to access the event workspace ensures smooth collaboration no matter how your team prefers to work.

With PartyLabz's Team feature, you can create the perfect event planning squad and make your next gathering a stress-free success.