Halloween Crawl Instructions
Walking Dead Halloween Club Crawl – Host Instructions
Event Overview
- Event Name: Walking Dead Halloween Club Crawl
- Date: Friday, October 25, 2024
- Time: 8:00 PM – 2:00 AM
- Venues: The Parlour, Isabelle’s, Century, Early Mercy
- Event Links:
- Primary Link: Eventbrite Link
- Alternate Link: www.torontohalloweencrawl.com
- Weather Note: This event involves multiple outdoor transitions, so please dress warmly (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 a manager if you prefer an alternative email.
- Hours to Bill: Please bill for 4.5 hours worked from 7:45 PM to 12:15 AM using the provided invoice instructions.
Event Night Responsibilities
1. General Responsibilities
- Identification: You’ll receive a lanyard clearly. The lanyard also includes a QR code 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 Walking Dead Halloween Club 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 Sabrina, the night’s manager.
- Selling Tickets:
- For guests without tickets, show them the QR code on your lanyard for online purchases. Or www.torontohalloweencrawl.com
- If guests can’t buy tickets online, direct them to Sabrina for cash sales (pricing may vary through the night).
2. Venue Schedule and Duties
The Parlour
- Time: 8:00 PM – 9:00 PM
- Responsibilities:
- Arrive at 7:45 PM to set up and ensure your Eventbrite app is functioning.
- Scanning & Distribution: One host scans and stamps guests, while the other places wristbands on stamped individuals.
- Encouraging Next Venue: At 8:50 PM, guide guests to the next venue (Isabelle’s). Walk through the venue, talking to guests with wristbands, and encourage them to take a photo of the map or open it via QR code for directions.
Isabelle’s
- Time: 9:00 PM – 10:00 PM
- Responsibilities:
- Continue scanning tickets and placing wristbands on stamped guests.
- Transition to Century: Around 9:50 PM, remind guests to move to Century. Make sure to walk through the venue, directly notifying guests, and use the QR code if they need directions.
Century
- Time: 10:00 PM – 11:00 PM
- Responsibilities:
- Continue ticket scanning and wristband distribution.
- Final Reminder: At 10:50 PM, encourage guests to head to the last venue (Early Mercy). Walk through the venue to announce the move and use the QR code as needed.
Early Mercy
- Time: 11:00 PM – 2:00 AM
- Responsibilities:
- Last Call: Continue scanning tickets and wristband distribution until 12:00 AM.
- End of Shift: Stay until 12:15 AM to assist with final questions. Return extra wristbands to Sabrina. You are free to leave after this or stay to enjoy the event.
Handling Specific Scenarios
High-Volume Ticket Sales
- If crowds are large, split responsibilities with two hosts handling scanning and stamping, and one host focusing on wristbands.
Cash Payments
- Direct cash-paying guests to Sabrina. Only she 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 Sabrina.
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 or a photo of you displaying the google maps of the next venue.
Managing Guests Without Wristbands
- If guests arrive at later venues without wristbands, check for a stamp. Those without stamps must show a ticket for a stamp, or purchase a ticket to be scanned for a stamp. Direct them to the 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.