Many of you have used Meetups or Geeklists to schedule games at conventions. This system is very similar. We do have some guidelines and you can click the links below to get to the appropriate section:
General Guidelines for Hosts
- All attendees must acknowledge all Policies.
- All attendees must have a badge to attend BGG.Spring 2025
- Event hosts seeking to promote a game in which they have a financial interest are encouraged to secure an exhibit booth. The open gaming areas are not meant for official (or unofficial) vendor/publisher demonstrations. See the Exhibitor/Publisher/Designer Demos section below.
- Event hosts need to be careful of potential double booking of events. To view your schedule, go to Attend > My Schedule and you can see your schedule on a timeline view and scroll to the bottom to see events you are hosting or are participating in.
- Verify your badge is tied to your Tabletop.Events account profile
- Verify your Tabletop.Events account profile for email permissions
- Table space is a resource management game - We have LOTS of open gaming tables and should have plenty of space to play at any given time. Boardrooms are extremely limited resources and are not to be scheduled as "private group" rooms. Please be mindful of others.
Hosting a Game (i.e. Submitting an Event)
General instructions for Submitting/Hosting an event can be found HERE
Steps to submit an event:
Go to Host > Submit Events, and follow the prompts to create the event.
After the event has been submitted for approval....Allow up to one week for approval and scheduling. You may edit the event until it has been scheduled to a room and space by going to Host > Submissions
Allow up to one week for approval and scheduling. After the event is scheduled, any edits can be submitted via email to events@boardgamegeek.com.
Hosts may review events via Attend > My Schedule > Events I'm Hosting
Event Messaging System
Hosts and Attendees may message each other using the respective buttons on the Event page. Messages should include information regarding any specifics related to your game such as game editions, rules errata, expansions being used, and so forth. Host's messaging to ticketed attendees is sent as a GROUP message.
Initial messages from the host or attendees will go through info@tabletop.events. Responses to those initial messages give permission to share your email address with the sender. For privacy reasons neither BGG Events Staff nor Tabletop.Events staff will directly provide email addresses of attendees.
Hints for Event Submission
- Event Name - Game Name
- Event Type - Please choose the type appropriate Event Type. - Preferred and Alternate Start Times - We will do our best to schedule your game based on your preferred Start Time, but please have an alternate start time available.
- Duration - Allow enough time for setup, play and cleanup for your event. Start and end ON TIME.
- Max Tickets - This is the TOTAL number of players for the game (INCLUDING THE HOST if the host is choosing the play).
- Spaces Needed - How many tables are required for your game?
- Will event host also play the game? - If yes, a seat at the table will automatically be reserved for the host and the max tickets available for attendees to claim will be automatically reduced by 1.
- Reserved Tickets for Attendees - Choose the number of tickets you've already designated for specific attendees and choose the individuals from your TTE Friends list to receive a reservation invitation. If an individual is not listed in your list of TTE friends, the seat will still be reserved and not able to be claimed by others, however, that individual will not see the game in their schedule. If hosts need assistance with allowing other attendees to claim seats, please contact events@boardgamegeek.com
- Age Range - Choose the age group that you are comfortable with hosting.
- Has Special Requests - May show Boardroom table, Larger Breakout Room and/or other Special Requests
- Player Experience with this Game - Choose a level of experience that you would prefer for other players
- Rules Taught? - Choose the level of rules teaching provided
Cancelling an Event
Circumstances may determine a need to "Cancel" the event. Email - events@boardgamegeek.com, so we may cancel the event and remove it from the visible schedule.
Exhibitor/Publisher/Designer Demos
Exhibitors/Publishers are welcome to schedule demos that can be done WITHIN their booth space through the above Event Submission process. When choosing "Event Type" please choose "Exhibitor Events".
If Exhibitors/Publishers that currently have a booth would like to run a demo OUTSIDE of their booth, they may request this twice per day, also as "Exhibitor Events" for the event type.
If someone (Designer/Exhibitor) with financial interest in a game (either in development, or not yet available for public sale) would like to run multiple demos, but they do not want to purchase a booth, they may want to consider ProtoAlley (see below) or the Event Sponsorship.
(Questions, please email events@boardgamegeek.com)
