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WR-Games event creation uses a guided wizard that walks you through every setting in a logical order, so nothing important gets overlooked before you publish. Whether you’re planning a quick game session for the weekend or setting up a recurring club night, the same flow applies.

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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.

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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. Attendees are not automatically notified of minor edits, so if a change is significant — a time or location update, for example — consider posting in the event’s discussion thread to give attendees a heads-up.

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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.

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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.
If you run the same event regularly, use a recurring series instead of duplicating manually. Recurring series keep all sessions linked, making it easy to manage attendance patterns and series-level details. Recurring series are available on Standard and higher plans.

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Cancelling 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.

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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.
Deleting an event is permanent and cannot be reversed. If attendees are already signed up, cancel the event instead so they receive a notification.