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How to Host an Event

ℹOverview

Hosting an event has three phases: Prep, Live, and Wrap‑up. Use the checklists below to stay on track.

Hosting Instructions (Revamped)​

Quick Checklist

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Related references: 💠｜rules · 📘how-to-join-events · 📆events-schedule

Event Post Checklist​

Before posting your event announcement, make sure your post includes all required elements:

Event Post Requirements

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Announcement Template (copy/paste)
<@&790399512116068375>
# EVENT TITLE [in X hours (using hammertime code)]
[date and time hammertime code]
WORLD: [ <:PCQuest_part1:1182072615301558364><:PCQuest_part2:1182072618166259892> or <:PC_Only_part1:1182072623975387216><:PC_Only_part2:1182072628492632064> ] - [World name + author] - Capacity of [EVENT CAPACITY (max amount of people)]
COHOST: [@cohost] (if applicable)

[add information about the event, game rules if needed, some flairs]

### Sign up here > [add event signup thread link]
> [Event Rules](https://discord.com/channels/734595073920204940/737074569319546921/1294366927111716914) · [How to Join](https://discord.com/channels/734595073920204940/980342448712724560) · [Any Questions Here](https://discord.com/channels/734595073920204940/894726709272793169) · [VRChat Linking](https://discord.com/channels/734595073920204940/1228159292306362368)

**__Add the Host__** ➜ [add your vrc account link]

Pre‑Event Prep​

  • Confirm you are scheduled
  • Publish the event
  • Announcement in 🎉events
  • Post 2–6 hours before start
Hammertime & Schedule

Hosts can always find their hammertime text in the 📋CURRENT WEEK'S SCHEDULE forum post. This is also where the most recent schedule for all hosts to look at behind the scenes is posted.

Overlapping Events

If overlapping another event, post 1h after their doors open.

Live Pings​

  • 10–15 min before start: Ping @Patreon Supporter members; if all joined, open doors to regular members
  • On time: Send the general invite request notice

Patreon Access & Capacity Guidelines​

✓DO

  • Open Patreon doors 15 minutes before listed start time
  • Invite Patreon FIRST, even after doors open to all
  • Invite past your listed SOFT capacity
  • Reopen slots for Patreon FIRST
  • If 10 minutes pass with no Patreon's requesting, open available slots to all

✗DO NOT

  • Let Patreon-only time go into event start time
  • Invite past your PC's HARD capacity
  • Kick members to make room for Patreon
  • Replace someone's spot without a 5 minute opportunity to rejoin before using Patreon bypass

Host the Event​

Follow specific guidance for your event type; see Event Types.

VR Announcement Talking Points​

  • Consent is key (ask before touch; OSC goes brr reminder)
  • Name active staff (hosts, security)
  • If issues, contact staff or open an event ticket in the server
  • Event/world‑specific rules (no locked private rooms, collars, game rules, etc.)
  • [Optional] Open applications for staff/hosts/security

Post‑Event Wrap‑up​

  • Report incidents in 🔺events-incidents
  • Announce event end in the event's thread
  • Announce if the world capacity is full (in the event's thread)
  • Send additional pings when new spots open
  • Allow Purple or Golden Patreon icons even when soft capacity is reached (except limited‑slot games or hard cap)
  • At the end of an event, it's up to the event host to open an Eden group instance for an afterparty
Timing & Reliability

Be punctual with pings and start times. Join early to handle technical issues proactively.