Host Guide - An Evening of Adventure
Hello, and thank you for hosting this Evening of Adventure for TorontoDnD! This document will go over the process we currently use for hosting these events and some key policies.
Our full list of policies can be found here, but on the night of the event here are a couple that may come up:
Our group requires a pretty strict ratio of players to DMs. Additionally demand for our events is typically quite high. Because of this we have the following attendance policies in place:
- Any attendee who is more than 15 minutes late without notifying admin may lose their seat, without a refund.
- Any attendee who is more than 30 minutes late may lose their seat (without a refund) whether they have notified admin or not
- Refund exceptions will be made on a case by case basis
- To notify us that your are running late post a message to the #late channel on our Discord server. Please let us know what table you are playing at and how late you expect to be.
From time to time people will ask if they or a friend can sit at the table and watch the game. Generally speaking we do not allow spectators at our games for the following reasons:
- Some of our venues have strict capacity limits and we cannot have more people at our events than we have accounted for.
- Physical space can be tight as it is and we don't have room for more bodies at the table.
- Some players have expressed discomfort at having spectators at the table.
The host responsibilities for the event can be divided into 5 major parts:
- Event Setup
- Welcome Attendees
- Kickoff Checks
- Time Warning
- End of Night
Step One - Event Setup
Before the event starts there are a few things you will need to get prepared. This should only take a few minutes, but it is a good idea to be at the venue 20 minutes prior to the scheduled start time.
First off make sure that you are wearing a name badge so that all attendees know who you are. Indicating your pronouns on your badge is encouraged as it sets a great example for other attendees. If you aren't comfortable indicating your pronouns feel free to leave them off.
Secondly it is a good idea to introduce yourself to a representative from the venue to make sure that everything is good on their end and confirm what tables are reserved for our use. Next you will want to set up the tables for play. In the kit you will find a file organizer. At the back of the organizer there will be sections labelled table 1, table 2 etc. Take the contents of each of these sections out and place them on the tables reserved for our use. Each table will end up with:
- Dice tray
- X-Card / QR Codes
You should also find a table to keep the hosting supplies
- Copies of our Policies & Guideline
- Log sheets
- Level 1 Pregens
- Sets of dice
- Loaner pencils
- Battlemats & Dry Erase markers
- A copy of the Player’s Handbook
- Monster and Terrain clings
Participants are free to keep copies of the policy document and their character sheets, everything else should be returned before the end of the night.
A complete list of attendees, DMs, table level ranges and more can be found on the detail page for the event. Go to your DM/Host schedule by clicking on your avatar at the top right of the TorontoDnD website and select "My DM/Host Schedule". From this page click on the little blue arrow beside the event you are hosting. This page lets you know exactly who is scheduled to be at each table and is super-handy if you want to make name labels before everybody shows up.
Step Two - Welcome Attendees
As attendees arrive make sure that:
- Everybody gets a name badge, you can have them fill it out themselves. Although in some cases it may seem like overkill for regular participants, everybody having name badges can help level the playing field and make newcomers feel more comfortable.
- Ask them if they are new to our group. If they have never been to one of our events ask them to review our policy document.
- Let them know that they are free to borrow dice, pencils etc.
- Direct the players to the table they signed up for. If there is any confusion you can log on to the meetup platform to see who is registered for each table.
If the guests have any questions answer them as best as you can, deferring game play discussions to the DMs.
Probably the most important part of this is to make sure that they feel welcome and comfortable. Let them know that they may borrow supplies (dice & pencils etc) and that if they have any concerns they can talk to you. If they are new to the game let them know that they will be getting a barrage of information tonight and it’s okay that they aren’t going to absorb it all, the DMs will help them through everything.
Step Three - Kickoff Check
As tables are ready to start playing confirm that everybody present has read our policies & guidelines document as we take everything on it quite seriously. Assuming they have let them know that if they need anything or have any issues during the event that they can come talk to you. Remind them to have fun and let them play!
The above can be done once for the whole group or you can do it table by table as they are ready to play.
Step Four - Time Warning
Roughly 45 minutes to an hour before the scheduled end of the event quickly let each DM know how much time is remaining. This will help make sure nobody goes significantly over the time limit allotted.
Step Five - End of Night
As the night winds down check in with the DMs to see if they had any issues or concerns about the event including the venue, the players etc. Please compile any important feedback and send it to email@example.com.
Check in with the staff before leaving and make sure that eveyrbody paid their bill. In the event that somebody left without paying please get their names and the amount of each bill. Send that information to firstname.lastname@example.org and let the venue know that somebody will be in touch to arrange payment.
Any leftover supplies can be put back in the kit.
That’s it. You’re done! Thanks for hosting, we literally could not do this without you!
Site design by Mark Chandler - © Toronto D&D 2022, All rights reserved.
Torontodnd.com is not affiliated with, endorsed, sponsored, or specifically approved by Wizards of the Coast LLC. This Web site may use the trademarks and other intellectual property of Wizards of the Coast LLC, which is permitted under Wizards' Fan Site Policy. For example, Dungeons & Dragons® is a trademark of Wizards of the Coast. For more information about Wizards of the Coast or any of Wizards' trademarks or other intellectual property, please visit their website at www.wizards.com.