Manage large events in Calendar

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Tips

Organizing an event with a lot of attendees? Use Google Calendar and Google Sheets to effectively manage events of any size. When you create an event for a large group, you can see and download guest replies, email addresses, and any added notes.

Examples

  • If you’re planning a conference, check your RSVPs to make sure you have the right space for the event.
  • Review your guest list to see if specific people, such as executives or important clients, will be attending.
  • Use a mailing list to invite large groups—Calendar will automatically invite any group members who join after the invite was sent, and automatically remove members who leave the group.

Invite a large group to an event" "

  1. In Calendar, click Plus Create and add event details (title, date, time, location, and description).
  2. In the Add guests field, enter the group's email address.
  3. Click Save.
  4. Click Send to send an invite to your guests.

Note: Later, click the Down arrow Down arrow next to the group’s name to see who has responded. Depending on the group’s settings, you may not have permission to see the group's member list.

View and export an RSVP list for a large group" "

To export an RSVP list, you need to have edit rights to a group of 200 people or more.

Note: You will only see the RSVP status of group members that you have permission to see.

  1. On your computer, open the event on the original calendar where the event was created.
  2. Select Export guest responses to Sheets.

    Sheets makes a list from the current RSVP list.

  3. (Optional) To update the list later in the same sheet, repeat the steps.

    The up-to-date responses appear on a new tab in the sheet.

 
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