Event Planning & Setup

Create and publish a compelling event in under 10 minutes. This guide walks you through each step, from defining your audience to going live with a page that attracts your ideal attendees.

Why build on Sero? Your events reach thousands of web3 professionals through the platform’s social layer. Attendees discover connections before they arrive, engage meaningfully during your event, and maintain relationships afterward—creating value that extends far beyond traditional platforms.

Before You Begin

Gather Your Event Information

Before creating your event on Sero, collect these key pieces of information:

Required items:

Title: A clear, descriptive name for your event
Event Type: Format (meetup, conference, workshop, etc.)
Date and Time: Start and end times with time zone

Recommended items:

Location/URL: Physical address or virtual meeting link
Photo: Event cover image (1:1 aspect ratio works best)
Tags: Relevant categories that describe your event’s focus
Parent Event: Major conference your event is associated with (if applicable)
Description: Detailed information about your event
Hosts and Co-sponsors: Organizations putting on the event
Associated Links: Websites, social channels, or community groups

Define Your Audience

Before building your event page, clarify who you want to attend:

What roles and experience levels are ideal?
Which companies or sectors should be represented?
What specific interests are a match for your content?
What should your guests walk away with after attending?

This clarity will guide every decision from description writing to invitation targeting. See our best practices guide for detailed audience definition strategies.

Create Your Event Page

The most successful event pages on Sero share these characteristics:

Engaging titles that clearly communicate purpose and appeal
Eye-catching graphics with vibrant colors that stand out in the calendar
Structured information highlighting sponsors, speakers, and agenda
Clear audience signals that help attendees self-select appropriately
Rich media from previous events that convey quality and energy
Detailed logistics including any special access or participation instructions

Add Essential Details

Start by entering your event’s basic information:

Event Name: Choose a clear, descriptive title that conveys the purpose
Event Type: Select from the dropdown (options include meetup, conference, workshop, etc.)
Parent Event: Connect to a larger event if yours is part of a series or conference
Organizer Information: Enter who is hosting the event

Select Categories & Tags

Choose relevant categories to improve discoverability:

Select tags that accurately represent your event’s focus areas like:
- Academic
- AI
- Developer
- DeFi
- Infrastructure
- And many more

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Select only tags that truly apply to your event. Using irrelevant tags may attract the wrong audience and lead to poor event engagement.

Configure Time & Location

Set up when and where your event will take place:

For physical locations:
- Enter a searchable address
- Provide any specific entry instructions within the description
For virtual events:
- Toggle the “Virtual” switch
- Enter the URL where the event will be hosted
Set your time details:
- Start and end dates
- Start and end times
- Time zone (automatically set your local time zone by default)
All-day event option

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Time zones are automatically handled across the platform. Attendees will see event times converted to their local time zone.

Create Your Description & Add Media

Write an engaging description that clearly communicates value:

Start with a compelling hook that hints why someone should attend
Include specific agenda items or speakers if applicable
Mention any prerequisites or special instructions
Highlight the unique value attendees will receive

For detailed guidance on writing compelling descriptions, see our best practices guide.

Upload a cover image:

Click “Choose photo” to upload your event image
1:1 aspect ratio works best
Use high-quality, relevant imagery that represents your event’s tone

Add relevant links:

Include registration links if needed
Add social media or community links
Link to speaker profiles or company pages

Set Up Registration & Approval

Sero allows you to control who can attend your event through custom registration questions, helping you find the most relevant participants for your event.

Create Pre-Approval Questions

You can add custom questions to gather information from potential attendees before approving their registration. This allows you to ask prospective attendees for information specific to your event or company, helping you find people that match certain criteria like:

People who have interacted with your smart contracts
Holders of a specific NFT
Participants in recent hackathons
Other criteria relevant to your event

Sample questions you might consider:

“Have you interacted with [specific protocol] in the last 6 months?”
“Do you currently hold any [specific NFT collection]?”
“Which blockchain ecosystems are you most active in?”
“What’s your primary role in the web3 ecosystem?”

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Keep your questions focused and limit them to 5 or fewer to maintain a smooth registration process. All answers will be shown in the management interface to help you decide on admissions.

One required question is always included:

“Are you okay sharing your data with this organizer?”

Understanding the Approval Process

All event registrations on Sero require manual approval unless explicitly invited by you with the Auto-approve option on. When someone applies to attend your event, you’ll need to review their information and either approve or decline their request through the management interface.

Learn more about managing registrations and approvals in our registration management guide.

Responding to registration requests quickly significantly increases attendees’ likelihood to attend and their overall satisfaction with your event. We recommend checking your pending approvals at least once every 24 hours.

Publish and Manage Your Event

Once you’ve configured your event, you can either publish it immediately or save it as a draft.

Understanding Event Visibility

All events are live once saved, but you control their discoverability:

Published & Listed: Your event appears on the Sero calendar and in search results, as well as on any parent event it’s associated with.
Published as Draft: Your event is only accessible to people who have the direct link. It won’t appear on the calendar or in search results.

⚠️

Even unpublished events are accessible to anyone with the direct URL. Access control is managed through the approval process, not through visibility settings.

Editing Your Event

After creating your event, you can make changes at any time:

Navigate to your event page
Click the “Edit” or “Manage” button in the event actions menu
Update any details as needed
Save your changes

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Changes are applied instantly. For major updates like time or venue changes, use the messaging feature to alert invited guests. The system automatically includes updated calendar links in all attendee communications, keeping everyone in sync with the latest event details.

For events hosted directly on Sero, you can visit the manage page at yourevent/manage/messaging to send communications to attendees. Learn more in our messaging guide.