# Gathering Planning

The full gathering management workflow from draft to post-event.

# Creating a Gathering

Gatherings are multi-day residential events; the heart of the Radical Faeries community. They're more complex than simple events and come with a full suite of planning tools.

### Before you start

- Have the basic details ready: name, type, dates, and expected capacity
- Optionally, set up a venue first (see Managing Venues and Organisers)

### Steps

1. Navigate to **Admin > Gatherings**
2. Click **+ New Gathering** in the top-right corner
3. Fill in the gathering details:
   - **Name**: the gathering title (e.g. "The Rekindling (Beltane 2026)")
   - **Type**: select the gathering type:
     - **SEASONAL** for gatherings tied to the wheel of the year
     - **REGIONAL** for location-based gatherings
     - **HEART_CIRCLE** for heart circle events
     - **WORKSHOP** for workshop-focused events
   - **Start date** and **End date**: the full duration
   - **Visibility**: PUBLIC or PRIVATE
   - **Optimal capacity** and **Max capacity**: expected and maximum participant numbers
   - **Venue**: select a venue (optional; can be added later)
   - **Description**: a description of the gathering (supports markdown)
4. Click **Save**

The gathering is created in **Draft** status. You can start setting up forms, kanban boards, checklists, and wiki pages before publishing it.

### What happens next

Once saved, you'll land on the gathering's **Overview** tab. From here you can:

- Set up registration forms
- Create planning boards
- Add wiki pages
- Manage the organiser team
- Change the gathering's status when you're ready to go live

### Tips

- Start in Draft status and work through the planning tools before publishing
- The optimal/max capacity split is useful for gatherings that can stretch a bit; the overview dashboard shows both numbers
- You can link a gathering to a public event listing using the **Manage Event Listing** quick action

# Gathering Overview Dashboard

The Overview tab is your gathering's home base. It shows key stats, quick actions, basic information, and the organiser team at a glance.

### Getting there

1. Navigate to **Admin > Gatherings**
2. Click the **eye icon** (👁️) next to a gathering, or click the gathering name

### Stats cards

The top of the overview shows four summary cards:

- **Days until gathering**: a countdown to the start date
- **Capacity (optimal / max)**: current registrations vs capacity (e.g. "35 / 45")
- **Forms created**: number of forms set up for this gathering
- **Wiki status**: whether wiki pages have been created

### Quick Actions

Below the stats, you'll find shortcut buttons for common tasks:

- **Change Status**: move the gathering between Draft, Planning, Published, and Archived
- **Manage Event Listing**: create or edit the linked public event
- **Manage Registration**: jump to registration form setup
- **Create Carpooling**: set up a carpool coordination form
- **Create Pickup**: set up pickup run coordination
- **Create Wiki**: start the gathering wiki
- **Survey**: create a post-gathering survey

Buttons show a ✅ tick when that feature has already been set up, or ○ when it hasn't.

### Basic Information

The collapsible **Basic Information** section shows:

- Gathering type and visibility
- Start and end dates
- Venue details
- Description

### Organiser Team

The right-hand panel lists the current organiser team with their roles:

- **ORGANIZER**: primary organiser(s)
- **CO ORGANIZER**: co-organisers helping with planning
- **ADVISOR**: advisors providing guidance

Click **+ Add** to invite additional organisers.

### Navigation tabs

The tab bar at the top gives you access to all gathering features: **Overview**, **Checklists**, **Kanban**, **Registrations**, **Wiki**, **Forms**, **Carpooling**, **Pickups**, and **Survey**.

# Gathering Statuses and Lifecycle

Gatherings move through a series of statuses as they progress from initial planning to completion. Each status signals a different phase of the planning process.

### Status overview

| Status | Meaning | Who can see it |
|--------|---------|---------------|
| **Draft** | Initial setup; the gathering is being configured | Admins and editors only |
| **Planning** | Active planning phase; forms and tools are being set up | Admins and editors only |
| **Published** | The gathering is live and accepting registrations | Everyone (public) |
| **Archived** | The gathering is complete or cancelled | Admins only |

### Changing status

1. Open the gathering's **Overview** tab
2. Click the **Change Status** quick action button
3. Select the new status from the dropdown
4. Confirm the change

### Typical lifecycle

1. **Create in Draft**: set up the basic details, venue, and organiser team
2. **Move to Planning**: start building out forms, checklists, kanban boards, and wiki pages
3. **Move to Published**: the gathering appears publicly; registration opens (if a registration form is set up)
4. **Move to Archived**: after the gathering is complete; all data is preserved for reference

### Tips

- You can move backwards (e.g. Published back to Planning) if you need to make changes before going live again
- Archiving doesn't delete anything; it simply hides the gathering from public view and moves it to the archived list
- Use the **Show Archived** button on the Gatherings list page to view past gatherings
- The gathering list page shows status as a coloured badge: orange for Draft, blue for Planning, green for Published

# Managing the Organiser Team

Each gathering has an organiser team. Team members get access to the gathering's planning tools and can be assigned tasks on kanban boards and checklists.

### Roles

| Role | Description |
|------|------------|
| **Organizer** | Primary organiser with full access to all gathering features |
| **Co Organizer** | Helps with planning; can edit most gathering content |
| **Advisor** | Provides guidance; lighter-touch access to planning tools |

### Adding a team member

1. Open the gathering's **Overview** tab
2. In the **Organizer Team** panel on the right, click **+ Add**
3. Search for the user by name
4. Select their role (Organizer, Co Organizer, or Advisor)
5. Click **Add**

The user must have an existing Junovy Account. Their account is synced from Keycloak when they first sign in.

### Removing a team member

1. Open the gathering's **Overview** tab
2. In the **Organizer Team** panel, click the **✕** next to the person's name
3. Confirm the removal

### Tips

- Each gathering needs at least one Organizer
- Team members appear with their faerie names and role badges
- You can assign kanban cards and checklist items to any member of the organiser team
- The organiser team is specific to each gathering; being an organiser on one gathering doesn't automatically grant access to others