Description


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.


Calendar instructions


Invite a large group to an event

  1. In Calendar, click Create 

    add

     and add event details (title, date, time, location, and description).
  2. On the Guests tab, go to Add guests and 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 arrow_drop_down 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.

  1. On your computer, open the event on the original calendar where the event was created.
  2. Select Export guest responses to Sheets. Sheets will make a list from the current RSVP list.

You can update the list later right in the same sheet. Just repeat the steps. The up-to-date responses will be on a new tab in the sheet.

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


Classic Calendar instructions


Invite a large group to an event

  1. In Calendar, click CREATE and add event details (title, date, time, location, and description).
  2. On the Guests section 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 Arrow arrow_right 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.

  1. On your computer, open the event on the original calendar where the event was created.
  2. Select Export guest responses to Sheets. Sheets will make a list from the current RSVP list.

You can update the list later right in the same sheet. Just repeat the steps. The up-to-date responses will be on a new tab in the sheet.

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