Please read these guidelines EACH time you are considering organizing a Event.

Guidelines are subject to change as issues arise that were not foreseen.
Check the Event Calendar for Open* weekends first, Also read here first Event Host, Co-Host & Event Web Page Editor Titles/positions in events.
AND If considering doing a Team Type Event, here are the guidelines concerning hosting a Team Type Event.
Please take note that........
When you submit to do your event (send in your information to your Sponsor ) any of the below positions that you plan to have involved in your event ( Co-Host, Event Web Page Editor) this must be submitted with your info at the BEGINNING of requesting to do an event.
They must be approved at the beginning by the Event CT, your Sponsor, if applicable any Sponsors connected to co-host(s) or web page editor that you are asking be accepted to be involved, these positions can NOT be added later to your event without permission from your Sponsor AND the Event CT.
You can host IN an event after being sponsored for 2 months.
You must be sponsored 6 months before actually holding/running an event.
Requesting to host an event.
You will need to email your Sponsor & discuss doing an event. In the e-mail to your Sponsor:
If Your Sponsor agree's to sponsor the Event & feels it's falls within Event Guidelines, they will submit the request to the Event Caretaker handling Regular Events.
To ask for support your an Event, your email must include dates requested for Event, intended prizes( please image tag if possible) & paint codes/colors for prizes ( prizes do NOT have to be a single color theme & if you are unable to create codes for your prizes, no worries, Event Caretaker can help with your codes so the prizes come out as you intend.
Prizes MUST be centered around the Event theme.
If your Sponsor agrees to sponsor the event & feels it's falls within Event Guidelines , they will submit the request to The Event Caretaker.
If the event is accepted & added to calendar you must supply a web page hosting the Event schedules, details on Event & a email addy, or include the use of a Form on the Front Event Page, so that Hosts may sign up. This must be provided within a week of when the event has been penciled in/held on the calendar to continue to hold the event weekend slot. If all info is not in by then it is very possible you will lose the held/saved event slot.
Submit this Event Page & email addy to your Sponsor who will in turn pass on to Event Caretaker.
An Event Caretaker will then add your event link to the Event Calendar.
When possible( trivia for example)games must be centered around the Event theme.
This site can NOT be moved once sign up starts & event goes live, unless approved by the Event CT. This site must remain active & always accessible, up to the Event's conclusion.
You & Your Sponsor are responsible for the contents of these event web pages.
If you wish to use an Event Web Page Editor, this must be approved by your Sponsor.
Getting your Event URL linked to the calendar will help speed up the process of finding Hosts to fill your Event schedule.
During the process of setting up an Event & through the Event, you must be accessible to Hosts, meaning they must know how to contact you should they have questions or concerns leading up to & through the event.
You can submit to host an Event 3 months prior to the date you desire if event slots are open this far in advance.
When your Sponsor attempts to contact you concerning your Event, if they can not get prompt responses, the Event may be canceled & the slot reopened.
You can submit an idea sooner then three months prior but you can not get on the calendar sooner then three months prior to your desired weekend slot.
You can gather all your info, submit this to your Sponsor & your sponsor can run this idea by the Event CT, but the infomation will be held until those slots are actually open. When the slot your wanting does become open the Event CT will then contact your Sponsor to see if your still interested in doing the Event.
It is possible to run a weekend long Quest or Scavenger Hunt with your event, read about it here:
ALL Events are subjest to approval.
Event Limits:
Your Event must have a theme.
We will not accept a Event request...for instance named The Orange Event. Themed around simply the color orange.
Now this is not saying it can not be an Event ABOUT Oranges, but the Event will not get approval simply because your favorite color is orange & you want a bunch of orange colored prizes.
You can not host an Event of the SAME name more then once a year.
BUT you can host another Event within that year. All Events are subject to approval.
Only Sponsored Host may host an Event or host in a Event.
LOA Host can sub Event & Daily Games as long as they are still sponsored( this means on a LOA of less then two months & still on a Sponsor's Host list), but LOA Hosts can not sign up to an event to have a game of their own added until they return from their LOA.
Suspended host can NOT host or sub games on the Daily game schedule or Events schedules.
Host, when hosting a contest..requiring Judges, do NOT reveal your judges!
Staff Judges must be used.
This in the past has already been common practice & common courtesy, it's hard to get Judges to Judge games if they are going to have to fear bashing by members afterwards. Should members become accidently revealed don't take this as a chance to flog them! Fair warning hateful emails or in world text to Judges will not be taken well & could cause you some severe repercussion.
Slots on Event Calendar are first come first serve.
We will not accept applications from event organizers ( Event Host or Co-Host) who currently have one in process.
If by chance you Host a poorly runned Event your first go around, but think you can do it better after experience, you can submit for another. You will get a second chance, after some guidance for improving the second outcome. If the second outcome is as bad as the first or worse. Additional Event Submissions will not be accepted until we feel you can Host a smoothering running Event.
Prize Limits:
You may select for your Event, 4 place prizes (1st- 4th place) & 1 Door Prize.
The Door Prize would be a cheap, small type item, things often seen used as door prizes, something that goes with the event theme.
This 1 item will be used x 4 to make up the event door prize set.
All Event Prize sets will contain within them a door prize set, the door prizes will be used in your games as they are used in your regular games on the Daily Schedules.
If your game did not previously use door prizes in your game, you will now included them in your game & the door prizes can be raffled, used as a second win/Jackpot prize.
This 1 item selected as the event door prize will be used twice for the Event.
Once labeled with a name/title of the Event Host choice to be used as the Event's door prize.
Then the very same event door prize image/item will again be used as a Host Gift.
The Host Gift will be labeled with Event Name on it, for instance like this: Return To RockFest Host '06. This Host Gift will be placed in the Event Prize sets for the Host to keep.
Container Prize Sets :
Asking for containers as prizes is OK. You can also ask to to have up to 2 items to put in a container, creating a set themed to your Event. The Container & the two items to be placed inside your container will count as 1 prize.
You may ask for more then one container in your prizes set, but you may only create ONE container set. You can not ask for multiple container sets.
The above guideline will be strictly adhered to. We often Hosts trying to push this limit on how many sets they can create, how many items they can stuff in a set & the type of prizes being ask for in these sets. We have to have limits here or this could get way out of hand.
You can submit color codes for intended prize items. These are subject to approval.
You can suggest how you would like the prizes to place( 1st-4th), but this is subject to approval, if the Event CT feels these need to be placed different, the Event CT will decide how best the prizes should place( 1st-4th).
Hunt Items will not be used in Regular Events as Event Prizes( items used in drop hunts/fox hunts).
Keep in mind what prizes have been used in other Events around the date of your Event. You want your prizes to be desirable.
Prizes will not be desirable if, they are over used, have been used very recently.
If you ask for prizes that are too similar to recent events we might have to ask that you think of some thing different. Items over used & color sets over used no longer become desirable to members.
You really want to stay away from the things I just mentioned if you want to have desirable prizes . Desirable prizes will attract Host to sign up as well.
The Event Sponsor, Event Host, if it applies also the Event Co-Host & their Sponsor will be given a set of the Event Prizes as theirs to keep for all their work in organizing the Event.
If a Event Web Page Editor is involved they too would be entitled to an Event Prize Set for their efforts.
All requested prizes are subject to approval.
Prize Support & Deadlines for Prize Support:
ATTENTION SPONSOR(S): Do not dig up Event prize sets for Host added after Sign up Deadline.
ATTENTION HOST(S): When signing up for a event, AS SOON as you know you have been added to schedule CONTACT YOUR SPONSOR, so they know you'll be needing prizes for that Event, include in your e-mail to your Sponsor: Day(s) your hosting & how many games per day. Doing this assures you will get prize support for your game. waiting until the last minute is not acceptable.
You can e-mail your Sponsor a list of every event you have been added to, far in advance if you have knowledge of this. The list can be complied of all the events you will be in. As long as you have notified your Sponsor, your part is done until the actual Event(s).
It is then your Sponsor's responsibility to see your prizes are delivered to you before your Event games. This is usually by Friday Evening VZT
If you have contacted your Sponsor before Wed 11pm & on Fri by 11 pm you are still without prizes.
You can then:
1. Email & ESP your Sponsor in search of your missing prize set(s).
If you are unable to get a response before your game.
2.ESP Caretaker Polly, Gilbie(WM), Snowflake (WM) OR Senior Caretaker Witchy if you can not reach any of the three mentioned here by ESP you can email these three requesting prizes @ Caretaker Polly nhevents@vzoners.com , or Gilbie (WM) gilbie@gmail.com, or Snowflake(WM) nh_snowflake@yahoo.com or Senior Caretaker Witchy nh_witchy@btinternet.com
3. If you are still unable to round up Event prize set(s), Host your game, keep a list of Winners .
Get Event prize set(s) as soon as possible & deliver your prizes to winners.
Event Game Host must keep winners list & post them in the Host Forum under the thread for that Event.
Unused Event prizes will be return to your Sponsor & NOT used in Daily games, or other Events.
Failure to handle unused sets correctly can prevent you from running future Events or hosting in Events.
Creating Event Schedules:
The design & Creation of your Event Schedule is your responsibilty, you must do this yourself or bring in the help of a Event Web Page Editor. Keep in mind if someone other then yourself creates these pages You & your Sponsorare are still fully responsible for what is on them, that they function properly, that they are always accessible & the link remains the same/unmoved until after the Event has finished.
When setting up/Creating your event web pages PLEASE keep the things below in mind & if your using a Event Web Page Editor, make sure they are aware of these issues as well.
Geocities & some other freesites have a restriction to their Transfer Bandwidth, this means they have put a limit on the amount of times a site can be viewed & as you can imagine on an Event Day a schedule could reach as many as 1000-2000 page views, especially with an Auto-Refresh script included on the pages, so in future no event schedule will be permitted to be hosted on their server. Angelfire has now implemented the same type of restriction which causes the event pages to go down within the first few hours of the event.
Please do not use the Free Web Hosts that are listed below:
Anglefire.com
Geocities.com
However there are many alternatives, a few suggestions are listed below:
Or you can browse through the following FREE Listing Services Below:
Event sign up DEADLINE is Wed 11pm, 3 days before the Event.
You are NOT to add anymore Host to the Event Schedule after this deadline.
Games added after this deadline will NOT get Prize Support.
Only changes that can be made to Event Schedule after this deadline is in removing a game/host due to Emergency cancellations.
Web site/URL hosting the event schedules:
This site can NOT be moved once sign up starts & event goes live.
( only exception to moving the event pages is if the reasoning that the page must move is presented to the Event CT first, if the Event CT feels the reason presented is a valid reason, the move is approved by the Event CT)
This site must remain active & always accessible, up to the Event's conclusion
Schedule requirements:
You can schedule 2 games per hour, the games must be different. Two games per hour is not a requirement, just an option.
Events games can NOT conflict with Daily Scheduled games.
Examples...A Event Game can not be played in the same locale at the same time as another Event Game OR Daily game. The Event Game must be different then that of a Daily game scheduled at that same time. You can ASK the Host(s) hosting in those Daily slots if they would like to play their game as an Event game that day. Please respect their response.
Do not ever automatically add a Daily host to your Event schedule without their permission. Not all Host feel comfortable hosting in Events & hosting in Events is NOT a requirement of sponsorship.
Organizing an Event:
You may not have a Co-Host to simply get your friend a set of prizes, the Co-Host must be playing a active role in oraganizing the Event.
Create fast loading schedules: Members with extra slow connections are small in number these days BUT they are still out there. Meaning:An Event Schedule(s) with barely or no graphics, simply colored or simple background & a table for schedule. A back up page to your Event schedules could be a god send. Compile a small list of Sponsored Host willing to sub games should there be "No Show Hosts". Make that sub list available to your Event Co-Host(s) & your Sponsor.
You must be a sponsored Host for 2 months in good standing to host in Event.
ONLY SPONSORED HOSTS ARE ALLOWED TO HOST IN EVENTS.
Suspended Host may NOT host or sub in Events or Daily games.