Queen St. West NYE Crawl – Host Instructions 2025

Queen St. West Crawl
Queen St west map crawl

Event Overview

  • Event Name: QUEEN ST. WEST NEW YEARS EVE 2025 CLUB CRAWL | Toronto New Years Eve Event
  • Date: Tuesday, December 31, 2024
  • Time: 8:00 PM – 2:00 AM
  • Venues: Apt 200, Ultraviolet, The Libertine, The Shameful Tiki Room
  • Primary Link: Eventbrite Link
  • Alternate Link: www.torontonyeparties.com
  • Weather Note: This event involves transitioning between venues, so dress warmly (e.g., jacket, gloves, hat, and warm footwear).

Host Payment and Invoicing

  • Invoice Submission: Prepare an invoice before the event. All hosts must submit an invoice, even if paid in cash.
    • Invoice Instructions: Follow these steps.
    • Payment Details: Use your email for e-transfer, or inform the event host manager if you prefer an alternative email.
    • Hours to Bill: Please bill for 3.5 hours worked from 7:30 PM to 11 PM using the provided invoice instructions.

Event Night Responsibilities

1. General Responsibilities

  • Identification: You’ll receive a lanyard. The lanyard includes QR codes for ticket purchases and a map of the crawl for guests.
  • Ticket Scanning with Eventbrite:
    • Downloading the App: Download the Eventbrite Organizer App from the Apple App Store or Google Play Store.
    • Using the App: Log in with your credentials. Once logged in, select the Queen St. West NYE Crawl event and use the app’s scanning feature to validate tickets. For unscanned tickets, you can manually look up names in the system.
    • Handling Issues: If a ticket doesn’t scan or a name isn’t listed, escalate the issue to the event host manager.
  • Selling Tickets:
    • For guests without tickets, show them the QR code on your lanyard for online purchases.
    • If guests can’t buy tickets online, direct them to the event host manager for cash sales (pricing may vary throughout the night).

2. Venue Schedule and Duties

Apt 200

  • Time: 8:00 PM – 9:30 PM
  • 📍 1034 Queen St W, Toronto, ON M6J 1H7
  • Responsibilities:
    • Arrive at 7:45 PM to set up and ensure your Eventbrite app is functioning.
    • Scanning & Distribution: Scan tickets and place wristbands on guests at the entrance.
    • Encouraging Next Venue: At 9:15 PM, guide guests to Ultraviolet. Provide clear directions using the QR code if needed.

Ultraviolet

  • Time: 9:30 PM – 10:15 PM
  • 📍 1096 Queen St W, Toronto, ON M6J 1H9
  • Responsibilities:
    • Continue scanning tickets and distributing wristbands for guests who missed Apt 200.
    • Transition to The Libertine: At 10:10 PM, inform guests to move to The Libertine and provide clear directions using the QR code.

The Libertine

  • Time: 10:15 PM – 11:00 PM
  • 📍 1307 Dundas St W, Toronto, ON M6J 1X8
  • Responsibilities:
    • Continue ticket scanning and wristband distribution until 11:00 PM.
    • Encouraging Next Venue: At 10:50 PM, remind guests to choose one of the three final stops and note that they can pick only one.
    • End of Shift: Stay until 11:00 PM to assist with any remaining questions and ensure all wristbands are distributed.

FINAL STOPS

The Dock Ellis

  • Time: 11:00 PM – 2:00 AM
  • 📍 1280 Dundas St W, Toronto, ON M6J 1X7

The Shameful Tiki Room

  • Time: 11:00 PM – 2:00 AM
  • 📍 1378 Queen St W, Toronto, ON M6K 1L7

Bar 24

  • Time: 11:00 PM – 2:00 AM
  • 📍 1532 Dundas St W, Toronto, ON M6K 1T5

Handling Specific Scenarios

High-Volume Ticket Sales

  • If there’s a large crowd, split responsibilities with two hosts handling scanning and stamping, and one host focusing on wristbands.

Cash Payments

  • Direct cash-paying guests to the event host manager. Only they can handle cash transactions for tickets.

Ticket Scanning Issues

  • If a ticket won’t scan, use the name search in the Eventbrite Organizer app. If the guest isn’t listed, escalate to the event host manager.

Crowd Control and Venue Transitions

  • Remind guests they must leave each venue when its time slot ends to move to the next location.
  • DJs will assist by announcing venue transitions. Encourage guests to take a photo of the QR code with venue details.

Managing Guests Without Wristbands

  • If guests arrive at later venues without wristbands, check for a stamp. Those without stamps must purchase a ticket. Direct them to the event host manager if necessary.

Large Group Handling

  • For large groups, split into designated roles: one for scanning and stamping, another for wristbands. Ensure clear lanes for guests with and without wristbands to maintain flow.

Policies and Disclaimers

  • Ticket Validity: Tickets are valid only for specific time slots at designated venues. Late arrivals or incorrect venues are non-refundable.
  • Venue Capacity: Entry is subject to each venue’s capacity. Guests may need to wait if a venue is full, and refunds will not be issued.
  • Weather Considerations: The event will proceed rain or shine; guests should dress appropriately.

Refund Policy

  • Reinforce that tickets are valid only for the crawl-specific venues and times. Guests can request refunds through Eventbrite if needed.

    Queen St. West NYE Crawl Instruction

    Purchase Additional Tickets