Standard Event Guide for Hosts

Overview

---

Primary Goals

The host of a TorontoDND event is there to support the GMs and the players. Specifically, they should:

1. Make all participants feel welcome and included.
2. Assist GMs with any issues that arise.
3. Work with the venue to set the event up and sort out any minor problems.

Essentially, you are there to make sure that people get where they need to be and to provide support to any and all particpants. This is typically a pretty easy responsibility.

Requirements to Host

Hosting is open to both players and DMs provided they meet the following criteria:

• Have reviewed our Code of Conduct.
• Have attended at least five TorontoDND events.

Policy Reminders

• We do not allow spectators at our events.
• All participants must be 18+.
• 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.

Our full attendance policy can be found here.

Event Structure

There are four main parts to the event:

1. Event Setup
2. Welcome Attendees
3. One Hour Warning
4. End of Night Clean-up

1) 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 30 minutes prior to the scheduled start time. When you arrive, confirm what tables are reserved for our use. If you do not see our materials kit waiting for you, ask the venue staff to bring it out.

Check-in Table

Next find an area in a conspicuous place you can use and put kit out for the players and DMs. This kit will usually have the following items for player and GM use:

• Name Tags
• Pronoun Buttons
• Sets of dice
• Loaner pencils
• Battlemats & Dry Erase markers
• DM Screens
• Tokens to represent NPCs and Monsters
• Pregenerated Characters (L1 and L5)
• Blank Character Sheets

Any borrowed items should be returned at the end of the night (pregens and blanks can be kept by players). Please put the name tags and permanent marker in a prominent position by the kit.

Game Tables

Next, you should set up the tables for the DMs and players. The number of tables will depend on how many DMs are running games that night, but you should have at least one table for each DM. Place one of each of the following materials at each table:

• Laminated Policy Document
• Laminated Next Steps Document
• Dice Tray
• X-Card (You can put this in the dice tray)
• Promo Standee

As DMs arrive they can pick which of the reserved tables they prefer, first come first serve. If players arrive before their DM, they can pick the table!

Lastly, you can view the event check in page to see the full attendance list, including who is at each table. This is available on the event list page, you will find the link just underneath the title of the event.

2) Welcome Attendees

---

As attendees arrive, great them and perform the following steps:

• Have them fill out a name badge; you can have them fill it out themselves. Indicating pronouns is optional.
• Ask if they are new to our group. If they have never been to one of our events, ask them to review our policy document (the laminated copy on the table).
• Let them know they are free to borrow dice, pencils, etc.
• If they don't know what table they are at look them up on the event check-in page. Direct them to their table.
• If the guests have any questions, answer them as best as you can, deferring game play discussions to the DMs.

Without a doubt, the most important part of this is to make sure that all participants 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.

3) One Hour Warning

---

When there is an hour remaining in the scheduled event time, quietly let each GM know. It is a good idea to set yourself an alarm at the start of the night so you don't forget.

4) End of Night Clean-up

---

When the tables are wrapping up make sure that:

• All borrowed items (dice, pencils, DM screens etc) are returned to the kit.
• The standees are back in their protective foam wrap.
• All table materials are returned to the kit.
• None of the DMs had any significant problems with any of the attendees or the venue etc. If there are concerns please forward them via email or to @torontodnd on our Discord server.
• All attendees paid their tabs. If anybody left without paying:
  • Pay the bill, including a 20% tip
  • Take a picture of the receipt (itemized and with final tip/tax total)
  • Send the picture along with the attendee's name and the table they were at to us via email or to @torontodnd on our Discord server. You will be fully reimbursed within 24 hours, usually much sooner.

Also, note that although some venues don't mind if some tables run long, some definitely do. If it looks like a table is going to run over please remind the GM of the time limit.

That’s it! If you have any questions about any of this please reach out via email or on our Discord server.