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 phases

1. 1

   PrepAnnounce · signup · reminders
2. 2

   LivePings · invites · run event
3. 3

   Wrap-upIncidents · thread · afterparty

Hosting Instructions

Quick Checklist

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• Announce 2–6 hours before start; avoid overlapping events; include time, hammertime link, and role ping (in 🎭｜events).
• If the event is not 2 hours, state the duration in the announcement post and tell your security.
• Create signup thread (in 🧵events-signups).
• Post a 1‑hour reminder (in 🎭｜events).
• When live, post a start notice (in 🧵events-signups); begin accepting requests (prioritize patrons first 10 min).
• Manage the signup thread; announce when capacity is full, note tech issues/world changes/event start/event end in the thread.
• Conclude (in 🧵events-signups); close the thread (team will lock it later).

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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• General Event Ping role ( <@&790399512116068375> )
• Event title with time in hours (using hammertime code)
• Date and time (hammertime code format)
• Duration — required in the post if the event is not 2 hours (also tell your security)
• World information: Quest/PC compatibility emojis, world name + author, event capacity
• Co-host mention (if applicable)
• Security for the event (required when applicable — see below)
• Event description, flairs, and any event-specific rules that apply only to this event
• Signup thread link
• Event Rules link
• How to Join link
• Questions/Events Talk channel link
• VRChat Linking channel link
• Host's VRC account link

Security line on the public event post

Name who is working security for that event on the public announcement (so members know who to go to).

• If security is not confirmed yet when you post, write TBD and edit the post once you know.
• If you are @Senior Event Team hosting without dedicated security (you are covering security yourself), a separate security line is not required — you are the security contact.

Default duration is 2 hours

If the event is not 2 hours, put the duration in the public event post and tell your security.

Event-specific rules belong in the post

Put any rules that apply only to this event in the Discord announcement — including avatar / theme expectations when they matter (e.g. no goofy avis for orgy, hunt, or free-use). Staff no longer re-announce the full rule set to late joiners — members are expected to read the event post and the rules channel. Your initial start-of-event VR announcement is still expected; repeating it for every late arrival is not.

Announcement Template (copy/paste)

<@&790399512116068375>
# EVENT TITLE [in X hours (using hammertime code)]
[date and time hammertime code]
DURATION: [only if not 2 hours — e.g. 90 min / 3 hours] (also tell security)
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)
SECURITY: [@security] (or TBD — edit the post when confirmed; Senior solo covering security may omit)

[add information about the event, any event-specific rules, 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

Day-of timing (typical classic event)

1. 1

   2–6 hours beforeAnnouncement in 🎭｜events
2. 2

   1 hour beforeReminder ping
3. 3

   15 min beforePatreon doors (see capacity rules)
4. 4

   Start timeGeneral invites · VR announcement
5. 5

   After eventThread wrap-up · incident reports

• Confirm you are scheduled
• Publish the event
• Announcement in 🎭｜events
• Post 2–6 hours before start

Hammertime & Schedule

For event posts, copy hammertime from the staff-only 📋CURRENT WEEK'S SCHEDULE thread in 📆event-scheduling — quick access to the week, with timestamps ready to paste.

The same published week is also on the Eden Scheduler after Committee Push, and in the public 📆｜events-schedule.

Overlapping Events

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

• Reminder ping 1h before in 🎭｜events

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

Do this once at the start of the event. You are not required to repeat the full rules announcement for members who join late — they are expected to know the rules and to have read your Discord event post (including any event-specific rules and who security is).

• 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
• Any event/world‑specific rules that matter in-world (collars, game rules, event-appropriate avatars / theme, etc.)
• Private rooms may be locked or unlocked — ring the bell once; leave them alone if there is no answer or a “no”
• [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.

Related

• Scheduling Procedures
• Incident Management Guidelines
• Event Types