How to host an event — A GUIDE
(Written by Mod R ; @transfemlogan )
Hosting a fandom event is actually pretty simple. I am here to hold your hand and guide you through this, just in case you were a little lost.
BEFORE we start, hosting an event, while simple, still requires both effort and work! If you are unable to put the necessary energy into the event to set up a blog, interact with your participants, and moderate for any reason (school, parenting, just don't feel like it, etc) then you probably shouldn't run the event. Or you should wait until you feel able to run it! No one wants you to feel overwhelmed with your responsibilities and it's smarter to just hold off.
(Note: you can also run an event and decide you don't want to do it again! It doesn't have to be a monthly or yearly thing. You can also hand off the event to someone else who wants to run it.)
And while this is Sanders Sides focused, this will be helpful for any fandom you want to run an event for.
Now let's get into the steps.
— STEP 1: Where are you hosting?
Obviously, you have to figure out where you're hosting this event. Is it on Tumblr? Is it on Ao3? Is it on Instagram? Depending on where it's being hosted, the social media will affect the content being created.
For example, if you host on Instagram, all the content being created will have to be visual (art, edits, videos) since it's a visual-based app. If you host on Ao3, all the content being created will be primarily written (fanfiction, poetry) as that's Ao3's primary function.
Where it's being hosted also affects your ability to run it. If you're hosting on Ao3, you're going to need another social media (Tumblr, Twitter, etc) since Ao3 is only for posting written media, not for communicating.
Since this guide is on Tumblr, it'll be focused on hosting an event on Tumblr.
You're going to need to create a blog for the event, whether that be a sideblog or an entirely new Tumblr account. Create an icon, get a header, and make your blog look pretty!
TIP: If you're running a yearly event (or think you might) maybe don't add a year to the end of your URL!
For example, my event @transsidesweek does not end in a year, like how @loceitweek2023 does.
When you change your URL, it makes it harder for other people to tag and interact with your blog. If someone tags "LoceitWeek2023" in a post, and then the URL changes to "LoceitWeek2024", and someone clicks on the @ in the original post, there's a possibility Tumblr will act like the blog was deactivated. Even though it still exists!
It also makes links and read mores difficult to click on, as Tumblr will link to the old URL instead of the new one.
Of course, you don't have to! If you think you might not come back to this next year, or aren't worried about the potential accessibility issues, then feel free to add a year to the end.
This is completely optional. Do what you think works best for your blog and event.
— STEP 2: the Who, the What, and the When of the event
First, who's hosting the event?
Obviously, you, but do you have any friends who want to help out? Do you think you need mods to help manage the event? Or do you think you just want to run solo?
It's always useful to have friends or strangers help out — and fun!
If you want co-hosts, but don't have any friends to lend a hand (or don't want your friends to lend a hand), you can ask your followers or post in the Sanders Sides tag to see if anyone wants to help.
TIP: keep in mind that if you do this, these people are strangers! You don't know them and they don't know you. Remember to be respectful; you might get a friend out of this. And if you realize you can't run the event with this person, for whatever reason, don't be afraid to assert your boundaries and change your mind!
Second, what's the event?
There's a lot of different type of events. Ship weeks, prompt months, gift exchanges, etc.
One of the most popular fandom events are ship weeks! Ship weeks are week-long events dedicated to a specific ship, like @intrulogicalweek or @dukexietyweek.
You can create whatever event you want. Keep in mind that there are many fandom events, so you should make sure your idea isn't already planned by another person. You should also keep in mind how many people would be interested in your event and how it'd work logically.
For example, if you want to host a Sanders Sides Poetry Week, where fans create poetry surrounding the sides, you should ask yourself these questions:
"How many people write poetry within this fandom?"
"How many people are interested in poetry within this fandom?"
"Is a week long poetry event plausible?"
In this case, a week long poetry week could definitely be plausible! And there are quite a few fans who would be interested in poetry, whether that's writing or reading it.
It's totally okay if not that many fanders will be interested in creating for your event! It's just important to keep that in mind; you should know your audience. Don't get too upset that your month-long catboy Picani event only got a few participants— not everyone is a catboy Picani fan or is able to create content for every 31 days of the month for just catboy Picani (sorry to burst your bubble).
And third, when's the event?
Think about when your event will start. If you've just thought about your event and the next week you want your event to start, maybe step back a little. No one even knows about your event! Give yourself enough time to set up your blog, get attention for your event, and for your participants to create! Don't rush into everything.
TIP: I recommend waiting at least 2-3 months before your event starts. This gives people enough time to create and get excited for your event, while also not being too long for people to get bored or forget about it!
Make sure your event isn't placed directly on top of another event! It's considered rude and just plain silly. You don't want to force your participants to have to choose between your event and another person's. Check what dates are free and plan accordingly.
— STEP 3: plan out your event
Create a tag for your event. For example, @transsidesweek's tag is simply "TransSidesWeek2023". This is so people (and yourself) can easily access the content being created for your event.
Most events involve some sort of prompts. Prompts are themes or situations to get people's creative juices flowing! They are often vague and broad, without being restrictive. They can be optional or mandatory.
That being said, your event doesn't have to have any prompts! Whatever works best for you!
TIP: ask your participants and watchers for prompts! Create a google form or open an ask box to get some ideas.
– OPTIONAL:
Creating an Ao3 Collection, though not mandatory, is common if your event will involve fanfiction.
Rules and/or an FAQ are not technically needed, but it is helpful in understanding how your event works and what is and isn't allowed.
Creating a Tagging system is also useful! This can be tagging the prompt used (for example, "#prompt: date night"), the content created (for example, "#fanfiction"), or the year of the submissions if your event is yearly (for example, "#2023submission").
— STEP 4: what now?
You've got the blog, you know what your event is, you know when your event is, you have your co-hosts, and your prompts, and your tags, and rules— what now?
Now, you're ready! Tag @tsseventhub in your posts and start creating attention for your event. Post often in tags and reblog posts to remind your followers of your event. Post on other social media. Get excited.
Good luck and have fun!
Have any more questions? Send an ask! (link)
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