What this part of MemberCrew does
MemberCrew lets the committee put each club event on its own page, either public or for members only. Members RSVP in the member portal, and the committee can see who is coming.
Events live in the same system as the club’s members and vehicles. The person running the event does not need a separate spreadsheet of names, and the committee does not need to give them access to everything else.
Setting up an event
Each event holds the details people need to turn up on the day.
| Detail | What it holds |
|---|---|
| Title and description | What the event is and anything people should know |
| Start and end | When it begins and finishes |
| Location | Where to meet |
| Capacity | How many places there are |
| Visibility | Public, or members only |
An event is a draft until the committee publishes it, so it can be prepared before anyone sees it. If an event has to be called off, it is marked cancelled with a reason, so members who look it up can see why.
Motor vehicle clubs run many kinds of events, and each one can have its own page:
- club runs and rides
- rallies and tours
- shows, displays and open days
- working bees and restoration days
- general meetings and the AGM
Public event pages
A published public event has a page anyone can see without logging in. That suits events where the club wants visitors, such as a display day where the club hopes to find new members.
Members-only events stay inside MemberCrew and the member portal. They do not get a public page.
Sharing the link
The link to a public event page works anywhere the club already talks to members and the public. Put it in the club magazine or newsletter, a social media post, the club noticeboard, or an email from the secretary.
Email to members is coming soon, and is not available yet. The coming soon page explains what is planned.
RSVPs
Members RSVP in the member portal. They choose going, maybe or not going, and can add guests. They can see how many places are left, and MemberCrew stops taking RSVPs once the event reaches its capacity.
The committee sees the going, maybe and not going counts, and the list of who is coming with their guests. Knowing the numbers ahead of time helps with practical questions:
| Question | Why the count helps |
|---|---|
| How much food to order? | Caterers and pubs usually want numbers in advance |
| How many cars to expect? | Matters for parking, convoys and marshals |
| Do we need a bigger venue? | Lets the committee book early |
| Is the run going ahead? | A low count may mean moving the date |
Getting good RSVP numbers
RSVPs are only useful if people actually respond. Share the event early, give a clear date by which you need numbers, and remind members closer to the day in the magazine or at a meeting. For runs with a long drive or a booked lunch, say in the event description why the numbers matter, so members understand it is not just a formality.
Members and visitors
Visitors can see a public event page, but only members can RSVP. A visitor who tries to RSVP is asked to log in.
If a visitor enjoys the day and decides to join, the club adds them as a new member in the usual way. They start as Pending until the club’s registrar or admin approves them. The memberships and renewals page explains how that works.
Who runs events
Events are managed by admins and editors. Many clubs have a committee member or volunteer who looks after events, and the editor role lets that person manage events without seeing the club’s money or members’ contact details.
That makes it easier to hand event work to a volunteer outside the core committee, without worrying about privacy. The roles and activity log page explains how access works, and every change to an event is recorded in the activity log with who made it and when.
The secretary and president pages cover how those roles use MemberCrew more broadly.
Not available yet
Some event features are on the way but not built yet.
| Feature | Where it stands |
|---|---|
| Repeating events | Coming soon |
| Event reminders by email | Coming soon, with email to members |
| Event payments and ticketing | Coming later |
Until event payments arrive, handle event fees the way your club does now. If any of these matters to your club, ask in a demo and we will tell you plainly where it stands.
See it with your club in mind
A demo shows an event page and its RSVPs using the Demo Club’s sample events. Book a demo and bring the person who organises your runs.