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Hosting Events on firebo.lt

Creating and managing events requires an Event Organizer account. If you'd like to host events, please contact Flavius via personal messages, the contact links in the profile, or using the contact form.

Step 1: Create a venue (optional)

If your event takes place at a physical location, you can create a venue first. Venues are reusable — once created, any event organizer can select them.

  1. Go to the Browse Games page.
  2. In the organizer toolbar, click Manage Venues.
  3. Click Add Venue and fill in the name, address, description, and website.
  4. Click the map to place a pin at the venue location.
  5. Save the venue.

You can skip this step if the location is not yet decided or if you prefer to place a map pin manually on the event.

Step 2: Create the event

  1. Go to the Browse Games page.
  2. In the organizer toolbar, click Host an Event.
  3. Fill in the event details:
    • Event name — a short event name like "Firebolt Party XI" or "Friday Night One-Shots".
    • Description — what players can expect: schedule, themes, anything useful. Markdown formatting is supported.
    • Cost — whether event games are generally free or paid.
    • Venue — select a venue to auto-fill the map pin, or leave empty and click the map to place a pin manually.
    • Start date & time — when the event begins. Leave empty if the date is not yet decided.
    • End date & time — optional, for multi-day events.

Step 3: Set visibility dates

Events go through three stages:

  1. Draft / Not Public — only you and site moderators can see the event. Use this time to prepare everything.
  2. Live / Early Bird — the event page becomes visible to everyone, but game listings under it are hidden. Players need a secret link to see and register for games. This is your early-bird window.
  3. Public — everything is visible. No secret link needed.

You control the transitions with two dates:

  • Go live date — when the event page becomes publicly visible.
  • Public date — when game listings become visible to everyone.

A secret code is generated automatically. Share the secret link with players you want to give early access to game sign-ups during the live stage. You can regenerate the code if the link leaks.

Date combinations

How you set these two dates determines how your event rolls out:

  • Both empty — the event stays in draft. Only you and moderators can see it. Use this while you are still preparing.
  • Go live date only — the event page is publicly visible and appears in the listings feed, but game listings stay hidden for the entire duration. Players can only access games with the secret link. Use this for invite-only or private events where you want to announce the event publicly but control who signs up.
  • Public date only — the event and all its game listings go public at once on the public date, skipping the early-bird stage entirely. Use this when you do not need a secret link period and want everything visible at the same time.
  • Both dates set — the event page goes live on the go-live date; game listings become public on the public date. Between the two dates, only players with the secret link can browse and register for games. This is the standard flow for events with an early-bird registration window.

Step 4: Choose registration settings

These settings apply to all game listings under the event.

Onsite registration (on by default)

When enabled, firebo.lt handles player registration. Players click "Join" on a game listing to sign up.

When disabled, you handle registration yourself. You provide external instructions (a link to Google Forms, a Discord channel, an email address, etc.) that are shown on game listings instead of a join button.

Require account to register (on by default)

When enabled, players must have a firebo.lt account to register. This is the standard mode.

When disabled, players can register without an account by providing their name. This is useful for events that bring in newcomers who may not have an account yet. Players with accounts can still register normally.

Accountless registration prompt (optional)

If you allow registration without an account, you can set a custom prompt that is shown to players during registration. Use this to ask for specific information — for example, "Please provide a phone number so we can reach you" or "Which RPG systems have you played before?". When a prompt is set, players must fill in the field — it is no longer optional.

The information players provide is visible only to you (the event organizer) and site moderators — not to the Game Master or other players.

Allow cancelling accountless registrations (off by default)

By default, players who register without an account cannot cancel their registration themselves — there is no account to prove who they are. If they change their plans, they have to contact you.

When this setting is enabled:

  • Players registering without an account must provide their email address. It is never shown publicly and is visible to no one — not even you.
  • After registering, they receive a secret cancellation link (shown once, with a reminder to save or screenshot it). Opening the link and entering the same email address cancels the registration. No confirmation email is involved — the secret link plus the matching address is the proof.
  • If a player loses the link, a Cancel attendance button on the game listing lets them request an email with cancellation links for all their registrations. Links are only sent for events that have this setting enabled.

Cancelling removes the registration entry completely, including the name, email address, and any details the player provided — no personal data is left behind.

Auto-accept players (on by default)

When enabled, players are immediately approved when they join a game. When disabled, players go to a pending list and the GM (or you) must approve each one. Use this for curated events where you want to review players.

Allow overbooking (off by default)

When enabled, players can join the waiting queue even when all seats are filled. The GM picks from the queue. When disabled, registration locks once the seat count is reached. Use this for events with strict capacity limits.

Step 5: Add game listings

Once the event is created, add game listings to it:

  1. In the organizer toolbar, click Add Event Game.
  2. Select the event this game belongs to.
  3. Fill in the game details: system, title, description, language, format, seats, and date/time. The game date must fall within the event date range.
  4. Optionally select a venue (defaults to the event venue) and assign a Game Master.

Multiple venues

Each game under an event can have its own venue. If your event spans several locations, set the event venue to your main location — where you as the organizer will be — and assign different venues to individual games as needed. Players will see the correct venue on each game listing.

About the Game Master field

If you assign a GM, they can:

  • Manage players (approve, reject) for that game
  • Receive messages from players about the game
  • Be rated by players after the game

If you leave the GM field empty, you manage everything yourself. The game listing shows you as the organizer instead of a GM, and players cannot leave reviews.

Step 6: Manage players

As players register, you can manage them from the game listing page:

  • Approve pending players to confirm their seat.
  • Reject players to decline their application.
  • If a GM is assigned, they can also approve and reject players.

Approved player lists are visible to everyone. Pending and rejected lists are visible only to you, the GM, and moderators.

Once a game is approaching its start time (1 hour before the game for event games), the player list locks — approved players can no longer leave, accountless registrations can no longer be cancelled, and you can no longer reject approved players.

Uploading images

You can upload images to use in event and game descriptions. Click Upload Image in the organizer toolbar on the Browse Games page.

Supported formats are JPEG, PNG, GIF, and WebP. Uploaded images are converted to PNG and resized if they exceed the maximum width. After uploading, you get a direct URL and a ready-to-paste Markdown image tag — use the copy button next to either field and paste it into any description that supports Markdown.

Tips

  • Use the live stage and secret link to give regulars early access before opening registration to everyone.
  • If you are unsure about dates, leave them empty — you can always fill them in later.
  • For events with many newcomers, turn off "Require account" to lower the barrier. You can still ask for contact details via the accountless registration prompt.
  • Game listings close automatically with the event — you do not need to close them individually.