On-Air calendar invite

Guests who RSVP Going or Maybe are automatically sent a calendar invite to their email with details for joining the On-Air event. This invite is sent from the Calendar Event Organizer selected during event creation.

Important: The calendar event organizer can NOT be changed once set.

Recurring Events

For a recurring event, the invite depends on the Registration type:

• Once for All Dates — guests receive a single invite covering every date in the series.
• Choose Dates — guests receive a separate invite for each date they select, so their calendar shows only the dates they chose. A guest who registers for several dates receives one invitation email per date, and changing their selection updates their invites.

When a host cancels a date, that date on guests’ calendars is marked “Canceled” and the time is freed up rather than removed. If the date is restored, guests receive a calendar update — never a cancellation.

Large Events

If an On-Air event has more than ~300 RSVPs, Roam may create multiple calendar events to manage guest capacity. In this case, the calendar event organizer sees multiple events on their own calendar, while each guest will still receive only a single calendar invite (or, for Choose Dates events, one per selected date).