Back to event templates

October 24, 2026

Private, Invite-Only Event Checklist

A step-by-step template for running a private gathering: lock the page, control the guest list and keep details off the open web.

Private, Invite-Only Event Checklist

Birthday dinners, board meetings, reunions and client previews all share one goal: only the right people should see the details. Use this checklist to set up a private event in SendToCal.

3 Weeks Out: Decide Who and How Many

  • Write your guest list and a hard headcount.
  • Decide whether guests can bring others. This sets your largest group size.
  • Confirm you're on the Entry or Pro plan, which you need for passcode protection and the waitlist.

2 Weeks Out: Build the Private Page

  • Create the event and write the description for guests, not the public.
  • Turn on Require a passcode and choose a pass-phrase (use Suggest if you like). See Make an Event Private with a Passcode.
  • Set Keep guests unlocked for to a window that covers the event plus a few days, for example 30 days.
  • Turn on Collect RSVPs, set the spot limit and enable the waitlist so a full list never turns into a spreadsheet problem.
  • Add a background image that matches the mood (optional).
  • Open the link in a private browser window and check what an outsider sees: only the lock screen.

10 Days Out: Send Invitations

  • Send the link and passcode together, in a private channel such as a direct message or email.
  • Add a line asking guests to RSVP and save the date to their calendar.
  • Don't post the link in public groups, even without the passcode.

1 Week Out: Manage the List

  • Review the RSVPs page. Follow up personally with Maybes.
  • Use Admit now or the waitlist to fill cancellations.
  • Remind waitlisted guests that SendToCal doesn't email them, so they should recheck the page.

Day Before and Day Of

  • Export the guest list as a CSV for the door or host table.
  • Confirm no one outside the list has the passcode.
  • If the passcode has been shared too widely, set a new one and resend it to confirmed guests only. Everyone is signed out immediately.

After the Event

  • Keep the page locked as a private record, or turn the passcode off if you now want it public.
  • Remember that attendee names and emails are deleted 730 days after the event ends. Export anything you need to keep.

A passcode keeps casual visitors out; it isn't encryption. For anything truly confidential, keep sensitive details out of the event page altogether.