VRChat Event Planner & Checklist
Plan your VRChat event from headcount to Discord announcement. Get a multi-instance estimate, countdown timestamps, and a full pre/during/post checklist.
Event Details
Discord timestamps auto-localise — this is for the text fallback.
Multi-Instance Calculator
VRChat caps each instance at 80 players. Enter your expected headcount to see how many parallel instances you need.
Instances needed
2
Mods per instance
1.0
Mod coverage
Good coverage
Suggested announcement language
Expecting 100+ attendees across ~2 parallel instances of the world. Join any open instance of this event!
Event Checklist
Pre-Event (1-2 weeks before)
- Post announcement with countdown timestamps
- Test the world — verify instance stability and framerate
- Assign moderators to each planned instance
- Schedule a rehearsal / test run with staff
- Pin event details in your Discord server
- Set up RSVP or interest check if needed
48 Hours Before
- Post reminder announcement
- Confirm moderator availability
- Retest world for any recent VRChat updates
- Prepare group instance settings / performance rank gates
1 Hour Before
- Post final countdown announcement
- Spin up instances ahead of time
- Have greeters ready in each instance entrance
- Check DJ / performer connectivity
During Event
- Monitor instance player counts
- Open additional instances as queues build
- Keep greeter in each instance lobby
- Log any moderation actions taken
Post-Event
- Post thank-you message in Discord
- Collect clips and screenshots from attendees
- Review moderation log for follow-up
- Note peak instance count for future planning
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