Guides:VRChat Event Hosting
VRChat Event Hosting is the process of planning, organizing, and running an event within VRChat. Events can be small informal gatherings or larger organized activities involving multiple participants.
Planning an event
Before hosting an event, organizers should determine what the event will involve and what is needed to run it.
Choose the event type
Determine the purpose and activities of the event.
Examples include:
- Community meetups
- Game sessions
- Roleplay
- World tours
- Avatar showcases
- Performances
- Social gatherings
- Competitions
- Educational or informational events
The type of event will determine what world, instance type, staff, and preparation may be required.
Choose a world
Select a VRChat world that is suitable for the event.
Consider:
- Maximum player capacity
- Supported platforms
- World performance
- Available features and interactions
- Instance compatibility
- The layout and size of the world
- Whether the world supports the planned activities
Organizers may want to visit and test the world before the event begins.
Choose an instance type
Choose an instance type based on how participants should be able to join.
Depending on the event, organizers may use public, friends, invite, invite+, or [[1]] instances.
The appropriate instance type depends on the event's size, audience, and moderation requirements.
Organize event staff
Larger events may benefit from having multiple people responsible for different tasks.
Possible responsibilities include:
The Default Roles of your Group
or any Role you want to create for your Staff or members
A small event may only require one person to handle several of these responsibilities.
Preparing the event
Before the event begins, organizers should prepare the information and resources participants will need.
Useful information can include:
- Event name
- Date and time
- Starting world
- Instance type
- Event description
- Rules or guidelines
- Expected duration
- Platform requirements
- Accessibility information
- Community or group information
Event information can be shared through the organizer's preferred communication channels.
Testing the event
For larger or technically complex events, organizers may want to test the event before opening it to participants.
Testing can include:
- Checking the world and instance
- Testing important world interactions
- Checking audio and video features
- Testing event equipment
- Checking participant capacity
- Testing staff permissions and responsibilities
- Confirming that the planned activities work as expected
Starting the event
Before participants arrive, the organizer should enter the selected world and prepare the event area.
A basic startup procedure can include:
- Verify that the correct world is being used.
- Create or join the intended instance.
- Confirm that required staff are present.
- Check important world features.
- Prepare any equipment or activities.
- Welcome participants as they arrive.
- Explain any important rules or instructions.
- Begin the scheduled activities.
During the event
The host should keep the event organized and communicate important information to participants.
Depending on the event, the host may:
- Explain activities.
- Announce schedule changes.
- Answer participant questions.
- Direct participants to different areas.
- Coordinate event staff.
- Monitor the event for technical problems.
Staff should communicate with each other when assistance is required.
Moderation
Event organizers should follow the applicable VRChat rules as well as any rules established by the event or community.
Moderation should be handled consistently and appropriately for the situation.
Serious incidents can be documented and handled according to the organizer's normal procedures.
Ending the event
When the planned activities are finished, the host can announce that the event is ending.
The host may:
- Thank participants for attending.
- Provide information about future events.
- Share relevant community information.
- Collect feedback.
- Close or leave the event instance when appropriate.
After the event
After an event, organizers can review how it went and identify areas for improvement.
Useful information to review can include:
- Number of participants
- Event duration
- Technical problems
- Moderation incidents
- Participant feedback
- Activities that worked well
- Problems that occurred
- Changes to make for future events
Keeping notes from previous events can make future events easier to organize.
Event management checklist
The following checklist covers the main stages of planning, preparing, running, and reviewing a VRChat event to give a base to start from
| Stage | Task | |
|---|---|---|
| Planning | Determine the event type and planned activities | |
| Planning | Select and test a suitable world | |
| Planning | Choose the appropriate instance type | |
| Planning | Determine staffing requirements and assign responsibilities | |
| Preparation | Prepare the event information and schedule | |
| Preparation | Publish or distribute event information | |
| Preparation | Test important world features and activities | |
| Preparation | Prepare the event instance and required equipment | |
| Event | Confirm staff are present and ready | |
| Event | Welcome participants and explain important information | |
| Event | Run the planned activities | |
| Event | Monitor the event and handle issues when required | |
| Closing | Announce the end of the event | |
| Closing | Provide information about future events or activities | |
| Closing | Close or leave the event instance when appropriate | |
| Review | Review the event and identify problems | |
| Review | Collect participant feedback | |
| Review | Record changes or improvements for future events |
