Create Exclusive WordPress Events for Members: Tools, Tips, and Strategies

Running members-only events in WordPress is an effective way to foster community engagement, increase member loyalty, and boost revenue through exclusive content and activities. While WordPress doesn’t include built-in options for creating members-only events, combining membership and event calendar plugins enables you to set up restricted events with ease.

In this guide, we’ll explore free and paid options for setting up members-only events, from plugins to best practices, and recommended tools that make the setup process efficient and rewarding.

Why Run Members-Only Events in WordPress?

Organizing exclusive events for members can strengthen relationships within your community, offering them a sense of exclusivity and engagement. By making these events accessible only to subscribers, you can:

• Encourage return visits to your site.
• Increase the value of your membership offerings.
• Generate revenue through memberships and ticket sales.

Members-only events are ideal for fostering loyalty, offering unique content, and building a stronger community. With the right tools, setting up and managing these events can be seamless.

Essential Plugins for Members-Only Events

To run members-only events, you’ll need both an event calendar plugin for creating and managing events and a membership plugin to restrict access. Below are some of the most reliable plugins, both free and paid, to help you create these events.

Recommended Event Calendar Plugins

1. Sugar Calendar
   • Overview: Known for its simplicity and ease of use, Sugar Calendar allows you to set up and customize event calendars.
   • Features: Supports multiple calendars, Google Calendar sync, and ticket-selling add-ons. Sugar Calendar Pro offers advanced features like recurring events.
   • Free/Paid Options: Sugar Calendar Lite offers basic calendar functions, while the Pro version unlocks recurring events and ticket sales.
   • Setup: After installing Sugar Calendar, navigate to Calendar » Settings to set up your license. You can then create a new calendar or use the default one for your events.
2. The Events Calendar
   • Overview: A popular choice for creating events, this plugin is suitable for adding a straightforward event calendar to your site.
   • Features: The free version offers basic event creation, while the premium version adds ticketing and more.
   • Free/Paid Options: The free version is great for simple events, but upgrading to Pro allows for paid ticketing options.
   • Setup: After activation, add your event calendar to any page using the Events Calendar block.

Recommended Membership Plugins

1. MemberPress
   • Overview: MemberPress provides a complete membership platform, including payment integration and access control for events.
   • Features: Unlimited membership levels, access rules, and payment options like PayPal, Stripe, and Authorize.net.
   • Free/Paid Options: MemberPress is a premium plugin, ideal for users who need an all-in-one membership platform.
   • Setup: Install MemberPress and go to MemberPress » Settings to enter your license and configure payment options. Use Rules to restrict access to specific events.
2. Paid Memberships Pro
   • Overview: Offers a free version with essential features and a paid option for additional functionality.
   • Features: Includes an Events add-on, which integrates with Sugar Calendar to restrict events to specific membership levels.
   • Free/Paid Options: The free version is suitable for basic access control, while the paid option provides more customization.
   • Setup: After activating the plugin, go to Settings » Levels to create different membership tiers and restrict event access based on these tiers.

How to Set Up Members-Only Events in WordPress

Step 1: Install and Configure Sugar Calendar

1. Install and activate Sugar Calendar.
2. Go to Calendar » Settings to enter your license key and customize calendar settings.
3. To create a members-only calendar, go to Sugar Calendar » Calendars and click + Add Calendar. Name the calendar and configure options such as color and description.

Step 2: Create Events in Sugar Calendar

1. Go to Sugar Calendar » Events and select + Add New Event.
2. Fill in details like event name, start and end time, location, and recurrence options if using the Pro version.
3. Assign the event to your members-only calendar and publish it.

Step 3: Restrict Events with Your Membership Plugin

1. For MemberPress users, go to MemberPress » Rules and create a rule to restrict event access. Under Protected Content, choose either A Single Event or All Events to lock access based on membership levels.
2. For Paid Memberships Pro users, install the Events add-on. Under Sugar Calendar » Events, edit each event to select the membership levels that can access it.

Best Practices for Running Members-Only Events

Creating a seamless and engaging experience for members-only events in WordPress requires careful planning and execution. Here are some best practices to ensure your events are valuable, enjoyable, and meet your audience’s expectations:

1. Define Clear Membership and Access Rules
   • Establish and communicate the specific membership levels that grant access to events. Use a membership plugin like MemberPress or Paid Memberships Pro to create tiered membership levels, allowing you to offer certain events to specific groups (e.g., premium members). This ensures members understand the value of different tiers and what they’re gaining by upgrading or maintaining their membership.
2. Create Detailed and Compelling Event Pages
   • The event page is often a member’s first introduction to your event, so make it informative and engaging. Include details like the agenda, speaker bios, key takeaways, and any prerequisites for attending. Adding elements like countdown timers, engaging visuals, and social proof (such as testimonials from past attendees) can increase excitement and encourage registrations.
3. Set Up Automated Email Reminders and Follow-Ups
   • Keeping members informed is essential for good attendance rates. Use automated emails for reminders leading up to the event, providing the agenda, and a link to join. Follow up after the event with a thank-you message and, if applicable, a link to the event recording. If your membership plugin supports it, you can also send emails with personalized greetings, increasing member engagement.
4. Optimize Your Site Performance for Event Traffic
   • If you’re hosting live or high-traffic events, make sure your website can handle the traffic surge. Use a caching plugin (such as WP Rocket) and a content delivery network (CDN) to improve load times. For live streaming, consider using an embedded platform like Zoom or YouTube Live to handle video bandwidth separately, reducing strain on your site.
5. Implement a Smooth Registration Process
   • Ensure that members can register for events effortlessly. Use a plugin like Sugar Calendar or Event Espresso for a user-friendly event registration system. Include options for members to save or add events to their personal calendars (like Google Calendar), and ensure that all event confirmation pages and emails are clear, concise, and consistent.
6. Leverage Drip Content for Pre-Event Engagement
   • Generate excitement by releasing relevant content in the days or weeks leading up to the event. For example, you might send a short introductory video from the speaker, a related article, or a preparatory worksheet. Drip content not only engages members but also primes them with relevant knowledge, enhancing the event’s value.
7. Make Networking Easy During the Event
   • If you’re hosting virtual events, consider incorporating a live chat or Q&A feature where members can interact. Platforms like Zoom offer breakout rooms, which can be used for smaller discussions. Alternatively, if the event is pre-recorded or one-way, create a dedicated forum or discussion thread where members can ask questions and share takeaways.
8. Gather Feedback and Act on It
   • Post-event feedback helps you understand what members found valuable and where improvements can be made. Use tools like WPForms or Gravity Forms to create quick surveys. Ask members about the quality of the content, the convenience of accessing it, and the technical experience. Regularly reviewing this feedback allows you to fine-tune future events to better align with members’ preferences.
9. Use Exclusive Event Content to Drive Renewals and Upgrades
   • Use recordings and resources from past events as incentives for renewals or membership upgrades. Highlight the value of the members-only content by creating a resource library or “vault” of past event replays, accessible to certain membership levels. This approach can increase retention and encourage members to renew or upgrade to access premium content.
10. Regularly Promote Upcoming Events and Maintain Consistent Communication

• Keep members informed of upcoming events through newsletters, member dashboards, and social media. Even if an event is months away, begin mentioning it early to create anticipation. A regular communication schedule that includes reminders, sneak peeks, and countdowns will keep events top-of-mind and encourage better attendance.

Additional Tips for Successful Members-Only Events

1. Promote Events Well in Advance Across Multiple Channels
   • Start promoting members-only events at least a few weeks in advance to build anticipation. Use newsletters, social media, and in-dashboard notifications on your website to reach all members. If your event has limited capacity, mention this early on to create urgency. Regular reminders in the days leading up to the event, including a “Last Chance to Register” email, can help drive up attendance.
2. Offer Incentives for Early Sign-Ups
   • Encourage early registration by offering perks like exclusive downloads, early access to event materials, or discounts for future events. This approach can also help you gauge interest and manage resources effectively. Early sign-ups provide insight into potential attendance, helping you to plan event logistics accordingly.
3. Use Clear and Consistent Branding for All Event Materials
   • Create branded materials such as banners, emails, and landing pages that maintain a consistent look and feel. This branding strengthens the professionalism of your events and reinforces your brand identity. Branded content also helps set the tone for what members can expect, fostering a sense of belonging to an exclusive, well-organized community.
4. Add Personalized Touches to Event Communications
   • Personalization can increase engagement and make members feel valued. Use members’ names in reminder emails, send custom event welcome messages, or tailor content based on their membership level or past event attendance. If feasible, address members directly in event recordings or Q&A sessions to make them feel like active participants.
5. Optimize Event Timing Based on Member Demographics
   • Choose event timings that suit the majority of your members. For example, if most of your members are in certain time zones, schedule events to match their availability. For global audiences, consider hosting multiple sessions or recording the event and making it accessible afterward. Polling members about their preferred event times can also improve attendance.
6. Provide Value Beyond the Event Itself with Supplementary Materials
   • Enhance the value of your events by offering supplementary resources, such as event slides, handouts, checklists, or additional reading materials. Send these materials as pre-event preparation or post-event follow-ups. For interactive events, consider sending a workbook or guide that participants can fill out during the event, boosting engagement and retention.
7. Enhance Interactivity with Polls, Q&A, and Live Chat
   • Events with interactive components, like live polls or Q&A segments, can make members feel more involved and engaged. Use live chat for real-time interaction or allow members to submit questions before the event, which you can address during the session. This interactivity encourages active participation and helps personalize the experience.
8. Encourage Members to Share Event Highlights on Social Media
   • Boost visibility and attract potential new members by encouraging members to share their event experiences on social media. You can offer incentives, such as a prize or discount, for members who tag your brand or use a specific event hashtag. This generates buzz and may help recruit new members who want access to similar exclusive events.
9. Create an Exclusive Post-Event Space for Networking
   • After the event, invite attendees to a private online space, such as a forum, discussion thread, or Slack channel, where they can network and discuss takeaways. This space allows members to connect, share ideas, and form connections that extend beyond the event itself, building a stronger sense of community.
10. Analyze Event Metrics to Improve Future Events
    • Use metrics to evaluate each event’s success. Track metrics like attendance rates, engagement levels, and feedback from surveys to understand what worked well and what could be improved. If you use plugins like MemberPress, you can see how events impact membership renewals and engagement over time. These insights can guide adjustments for future events, enhancing their relevance and appeal.
11. Consider Offering Event Recordings for Limited Time Access
    • If you want to add urgency to watching event replays, offer recordings for a limited time. This strategy encourages members to watch the recording promptly and fosters a sense of exclusivity. For high-demand events, consider bundling past recordings as a premium perk for members to access anytime.
12. Surprise Members with Bonus Content or Guest Speakers
    • Delight your members by occasionally offering unexpected bonuses, like guest speakers or extra sessions. Bringing in a guest speaker from within your industry or niche can add valuable perspectives and increase event appeal. Surprise content like an exclusive Q&A or a behind-the-scenes session keeps members excited for future events.
13. Create a Recognition Program for Active Members
    • Recognize members who frequently attend events or actively participate. You could highlight them during events, feature them in member newsletters, or give them a “top member” badge. Recognition not only encourages continued engagement from these members but also motivates others to participate more actively.
14. Develop a Referral Program to Grow Membership
    • Introduce a referral program where current members earn rewards for bringing in new members. Offer perks like a discounted membership, free event access, or exclusive content as a reward. Referrals from satisfied members are often more effective and credible, helping grow your community authentically.
15. Use Drip Content to Keep Members Engaged After the Event
    • Keep the momentum going after the event by offering additional content related to the event topic. Send out follow-up emails with relevant blog posts, resources, or actionable steps that help members apply what they learned. This drip content keeps the event’s value alive and maintains engagement between events.
16. Offer Tiered Benefits Based on Event Attendance or Membership Level
    • Create tiered benefits based on attendance or membership level to encourage ongoing participation. For example, offer special discounts, exclusive content, or early access to future events for members who frequently attend or who are part of a higher membership tier. This can foster a sense of achievement and motivate members to engage consistently.

Advanced Tips for Scaling Members-Only Events

Once you have the basics set up, consider scaling your members-only events to attract new members and enhance the experience for existing ones. Here are some strategies to elevate your event offerings:

1. Segmented Membership Tiers for Exclusive Event Access
   By creating different membership levels, you can offer tiered access to events. For instance, a basic membership might grant access to monthly webinars, while a premium membership could include exclusive workshops or one-on-one sessions. This encourages users to upgrade and creates a sense of exclusivity.
2. Leverage Analytics for Better Event Insights
   Plugins like MemberPress and Paid Memberships Pro provide insights into member engagement, including event attendance and participation trends. Use this data to understand which types of events are popular and tailor future events to match your audience’s preferences.
3. Experiment with Different Event Formats
   Diversifying event formats can help maintain interest and attract different types of members. Consider mixing live-streamed webinars, Q&A sessions, workshops, and even in-person meet-ups (if applicable). Using Sugar Calendar’s custom event fields can help distinguish between virtual, hybrid, and in-person formats.
4. Offer Limited-Time Replays for On-Demand Viewing
   Recorded events are a valuable perk for members who couldn’t attend live sessions. Set up limited-time access to replays using your membership plugin’s content restriction settings. This feature can also act as an incentive for free members to upgrade for full event access.
5. Create Bundled Packages with Event Access
   If your site includes other offerings like digital products, courses, or consultation services, consider bundling them with event access. For example, a “Pro Membership” could include all events plus access to exclusive content and discounts on products, creating a more appealing value package.
6. Run Special, Members-Only Promotions or Discounts for Events
   Encourage members to bring a friend or family member to events by offering special promotions. For example, provide members with discounted tickets for guests. This type of promotion not only increases attendance but also brings potential new members into your community.
7. Set Up Affiliate or Referral Programs to Boost Membership
   Leverage the power of word-of-mouth marketing by setting up an affiliate or referral program. Allow current members to earn rewards or discounts by referring others to join and gain access to members-only events. Some membership plugins, like MemberPress, support affiliate integrations, making it easy to implement.
8. Use Drip Content for Pre-Event Engagement
   Keep members engaged in the days leading up to an event by releasing teaser content. For instance, send a short video from the speaker, share a behind-the-scenes look, or release a sample agenda. Drip content creates anticipation and can lead to higher attendance rates.

Examples of Effective Members-Only Events

To inspire your own events, here are a few types that work well in a members-only setup:

• Exclusive Webinars and Masterclasses: Host webinars with guest experts or industry leaders, making it clear that this level of expertise is only accessible to members.
• Virtual Networking Events: Allow members to connect with each other through virtual networking sessions. For professional communities, this can be a significant value addition.
• Product or Feature Previews: If your site revolves around a product or service, give members early access to previews or beta tests. This approach builds excitement and helps you gather valuable feedback.
• Members-Only Q&A Sessions: Regular Q&A sessions, where members can interact with a founder, expert, or influencer, can offer unique value and build loyalty.
• On-Demand Workshop Series: Offer pre-recorded, self-paced workshops for members, such as skill-building courses, that they can access at any time.

Frequently Asked Questions (FAQ)

1. Can I run a members-only event on a budget?
Yes, you can! By using free options like Paid Memberships Pro (with the Events add-on) and the basic version of Sugar Calendar, you can create members-only events without a significant investment. However, upgrading to premium versions unlocks useful features for scalability.

2. How can I sell tickets for members-only events?
You can use Sugar Calendar’s Pro version with its ticketing add-on for a streamlined setup. Alternatively, integrate WooCommerce for more robust payment and ticketing options, allowing members to purchase access directly on your site.

3. Is it possible to host virtual members-only events?
Absolutely. You can embed links to live-streaming services like YouTube Live or Zoom on event pages, restricted to members only. Just be sure to set up these links so only subscribers have access.

4. What are the best options for recurring members-only events?
Sugar Calendar Pro offers easy options for recurring events, making it ideal for setting up monthly workshops or weekly meet-ups. With MemberPress, you can also set up recurring memberships that align with these event schedules.