Queen St. West Halloween Club Crawl

Queen St. West Halloween Club Crawl – Host Instructions 2025

Event Name: QUEEN ST. WEST TORONTO HALLOWEEN CLUB CRAWL | Friday, October 31st
Date: Friday, Oct 31, 2025
Time: 9:00 PM – 2:00 AM
Venues: Apt 200, Ultraviolet, The Dock Ellis
Event Links:
- Primary Link: Eventbrite Link
- Alternate Link: torontohalloweencrawl.com
Weather Note: This event involves multiple outdoor transitions, so please dress warmly (jacket, gloves, hat, and warm footwear).

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 Sabrina if you prefer an alternative email.
- Hours to Bill: Please bill for 4 hours worked from 8:30 PM to 12:30 AM using the provided invoice instructions.

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 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 Sabrina.
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 Sabrina for cash sales (pricing may vary through the night).

Apt 200

Time: 9:00 PM – 10:00 PM
📍1034 Queen St W, Toronto, ON M6J 1H7
Responsibilities:
- Arrive at 8:30 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 9:50 PM, guide guests toward Ultraviolet. Ensure they are aware of the address and encourage them to follow the QR code directions if needed.

Ultraviolet

Time: 10:00 PM – 11:00 PM
📍 1096 Queen St W, Toronto, ON M6J 1H9
Responsibilities:
- Continue scanning tickets and wristband distribution until 11:00 PM.
- Final Reminder: At 10:50 PM, announce the next venue, The Dock Ellis, and ensure guests know wristbands will only be available there until 11:00 PM.

The Dock Ellis

Time: 11:00 PM – 2:00 AM
📍 220 King St W, Toronto, ON M5V 3M2
Responsibilities:
- End of Shift: Stay until 12:30 AM to assist with any remaining questions and ensure all wristbands are distributed.
- If Dock Ellis is at capacity send people to Portland Square.

If crowds are large, split responsibilities with two hosts handling scanning and stamping, and one host focusing on wristbands.

Direct cash-paying guests to Sabrina. Only they can handle cash transactions for tickets.

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

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.

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 Sabrina if necessary.

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.

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.

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