Creating an Event
1
Start From Your Group or Hub
Navigate to your group and click Create Event, or click Create Event from your personal hub if you’re hosting independently. If you’re creating inside a group, the event is automatically associated with that group.
2
Choose an Event Type
Select one of the three event types: Game Session, Open Game Night, or Custom Event. Each type shapes the fields available in the following steps. Not sure which to pick? See Event Types for a full breakdown.
3
Set the Date, Time, and Timezone
Enter the date and start time, then confirm the timezone. WR-Games stores times in the timezone you choose and displays them in each attendee’s local time automatically.
4
Add a Location
Choose one of three location formats:
- Saved venue: pick a game store, café, or community space from the saved venues list
- Physical address: enter a street address directly; a weather forecast will appear on the event page
- Online platform: select Board Game Arena, Tabletop Simulator, or another virtual table
5
Set Capacity and RSVP Deadline (Optional)
Enter a maximum attendee count if you need to limit the guest list. When the event reaches capacity, new RSVPs go to the automatic waitlist. Set an RSVP deadline if you need to close RSVPs before the event starts, useful when you need a firm headcount in advance.
6
Write a Description
Use the rich text editor to add everything attendees need to know: what to expect, what to bring, house rules, parking notes, or anything else relevant. Formatting tools let you use headings, bullet lists, bold text, and links.
7
Choose Visibility
Select who can see and RSVP to the event:
- Public: visible to anyone on WR-Games
- Unlisted: only accessible via direct link
- Invite-only: only users you explicitly invite can see and RSVP to the event (available on the Pro plan for user-hosted events)
8
Publish or Save as Draft
Click Publish to make the event live, or Save as Draft to come back and finish it later. Drafts are only visible to you and any Co-Hosts you’ve added.
Cover Image
Every event has a cover image. On events with a game attached, a Game Session or a Custom Event with a game pinned, you choose which image that is. The picker lives in the event wizard with the rest of your event details, and it’s the same picker in the same place whether you’re creating an event or editing one that’s already published. There are three ways to set it:Upload Your Own
Any image you like. Works on every event type, with or without a game.
Use Game Art
A row of thumbnails: your pinned game first, then each expansion you’ve selected.
Search the Game Catalog
Pick any game’s box art from the WR-Games catalog, whether or not it’s on your event.
Expansion Art
Select three expansions and you get three thumbnails, in the order you picked them, each labelled with that expansion’s name. There’s no rule about which expansion “wins” and nothing is chosen for you. They’re just more options in the row. If an expansion has no box art in the catalog, its thumbnail still appears but greyed out. That’s deliberate. An expansion vanishing from the row while you can see it selected right above looks like a bug, whereas a greyed tile tells you the truth: there’s no art to use. Game art is shown whole rather than cropped, so a tall box doesn’t get its top and bottom sliced off.Two Things Worth Knowing
Once you choose an image, it stays chosen. If you pick an expansion’s art and later deselect that expansion, your cover doesn’t revert. The same goes for switching the base game afterwards. WR-Games only fills the cover in automatically when you haven’t made a choice, and picking the base game’s own art on purpose counts as a choice.The one exception is clearing the game entirely. Art you picked depicts the game you just removed, so it goes with it and you’ll be back to no cover. An image you uploaded yourself never depicted the game, so it stays put.
Editing an Event
You can edit most fields on an upcoming event at any time before it starts. Navigate to the event page, click Edit Event, make your changes, and save. Most edits are quiet: changing the description, swapping a game, or fixing a typo won’t ping anyone. Moving the date or time is different. How far you move it determines what WR-Games sends on your behalf:Adding Co-Hosts
Co-Hosts share hosting responsibilities with you. They can edit event details, manage RSVPs, and perform check-ins. To add a Co-Host, open the event’s management panel and search for the WR-Games member you want to add. Co-Hosts must have a WR-Games account.Duplicating an Event
Duplicating copies all settings from an existing event (type, description, location, capacity, and visibility) into a new draft with a blank date and time. It’s useful for one-off repeats or when you want to reuse a template without rebuilding from scratch each time. To duplicate, open the event page, click the ⋯ menu, and select Duplicate Event. The duplicate opens as a draft; update the date and any other details, then publish.Canceling an Event
Cancelling an event notifies all current attendees immediately. The event stays visible on WR-Games with a Cancelled label so attendees who check back can see what happened. You can add a cancellation message to explain the reason. To cancel, open the event management panel and select Cancel Event. This action cannot be undone: if your plans change again, you’ll need to create a new event.Deleting an Event
Deleting an event removes it permanently. Anyone who visits the old event URL is redirected to the main/events page or the group’s event list. Unlike cancellation, deletion sends no attendee notification, so cancel first if attendees need to know.