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An event is a single scheduled play session: a time, a place, and a list of people coming. Everything else on WR-Games hangs off it: RSVPs, the waitlist, Roll Call, and the attendance that gets recorded afterwards. This page walks through the whole shape of one, from the moment an organizer creates it to what happens after everyone packs up.

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Event Lifecycle

Every event moves through a defined set of stages from the moment it’s created to after the last player packs up.
1

Draft

The event exists but is not visible to anyone other than the organizer. Use this stage to finalize details before going public.
2

Published

The event is live and visible to members (or the public, depending on group visibility). Attendees can RSVP, and the waitlist activates once capacity is reached.
3

Active

The event is in progress. Roll Call has already fired, and the attendee list is locked in.
4

Past

The event has ended. Attendance is recorded, Trust Scores are updated, and kudos can be given.
An organizer can cancel an event at any stage before it becomes Past. A cancelled event stays visible as a record, clearly marked. Deleting removes it instead, leaving no history entry. Either way, everyone who RSVPed is notified.

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Event Types

WR-Games offers three event types to match different formats and hosting styles.

Game Session

Focused on one specific game. Ideal when your group has agreed on what to play ahead of time. Game Sessions are always free to host.

Open Game Night

A multi-game meetup where attendees can bring whatever they feel like playing. Great for mixed groups, new players, and casual evenings where the game is decided at the table.

Custom Event

Full control over format, structure, and details. Use Custom Events for tournaments, playtesting sessions, themed nights, or anything that doesn’t fit the other two types.

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Location

Each event is either in-person or online. You set this when creating the event.
  • In-person: give a street address, or pick one of your saved venues.
  • Online: pick the platform you’ll play on, Board Game Arena, Tabletop Simulator, or Tabletopia.

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RSVP and Waitlist

Every published event has an RSVP system. Attendees can respond with one of three statuses:
When a confirmed attendee changes their RSVP to Not Going, WR-Games scans the waitlist in order and promotes everyone who fits the freed space. A party too large for the opening is skipped, not split. It keeps its place for the next opening. See RSVP & Waitlist for the full rules.

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Capacity Controls

Organizers set a maximum attendee count when creating the event. Once that limit is reached, new RSVPs go directly to the waitlist. You can raise or lower the cap at any time from the event’s management page.

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Roll Call

Four hours before an event’s start time, every confirmed attendee receives a Roll Call prompt asking them to reconfirm their attendance.
  • Attendees who confirm get a checkmark next to their name on the attendee list.
  • Attendees who do not respond remain listed as Going but are flagged as unconfirmed.
  • Organizers can see the reconfirmation status of their entire attendee list in real time.
  • If the event is rescheduled by 24 hours or more, Roll Call re-opens and every earlier confirmation is cleared. See Roll Call.
Always respond to Roll Call as soon as you receive it. Confirming protects your Trust Score and lets the organizer plan accurately for the number of players showing up.

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Event Credits

Hosting events on WR-Games is free for Game Sessions. For Open Game Nights and Custom Events hosted outside of a group (user-hosted events), an event credit is consumed per event. Event credits can be purchased individually at $2 per credit, and credits do not expire.
Hosting from your personal hub works, but a group gives you announcements, group chat, and roles, so you’re reaching the same people every time instead of rebuilding the guest list for each event. Even at two or three events a month, a group is usually the better home for them.

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Cancelled vs. Deleted Events

Cancelling an event marks it as cancelled and notifies everyone who RSVPed. The event stays visible in the group’s history, so members have a record of it.Deleting an event removes it from the platform entirely. Everyone who RSVPed is notified, the same as a cancellation, but nothing is left behind afterwards.Cancelling is usually the right call: it keeps the event in the group’s history so people can see what happened. Delete when the event shouldn’t have existed at all: a duplicate, or one created by mistake.