Apply to host an event
Pitch your night through the public application form — no account, no login.
Owned by Host / Promoter · 11 steps · about 20 minutes
Why this exists
The application form is the front door of the entire platform, and it is deliberately public. You do not register first, you do not get an account first, and no member of staff types your event into the system on your behalf. There is no "new event" form anywhere that a manager can fill in for you.
That is an accountability decision, not a convenience one. Every event on this platform traces back to one application, submitted by one named person, carrying the numbers they committed to: the date, the headcount range, the tier prices, the bar minimum. Staff score it, approve it, price it and publish it — but the numbers on the paperwork are yours, and the system keeps a snapshot of what you said.
Two parts of the form do more than they look like they do. The four flags in section 3 (live music, alcohol, late night, resale royalty) are not survey questions: each one automatically injects a rider clause into the contract you will later be asked to e-sign, so a careless tick becomes a wrong clause in a binding document. And the tier estimates in section 4 are the seed of your real ticket tiers — when the application is converted, those rows become the event's tiers, in order, with the first one opening on sale and later ones cascading behind it.
The viability score you see updating as you type is a scorecard, not a verdict. It weights your headcount against the room and your projected revenue against a floor, and it never blocks anything — a human still decides.
Before you start
- Nothing. The form needs no account and no login.
- A real proposed date at least intake.min_lead_days out (seeded: 7 days).
- Your slot times in UTC: setup start, doors, main start, main end, teardown end.
Practise with
| Persona | Password | Note | |
|---|---|---|---|
| host_promoter | host@club.test | host123 | the seeded promoter; already has three demo applications on file |
| venue_manager | manager@club.test | manager123 | reads the queue your submission lands in |
| admin | admin@club.test | admin123 | owns the intake thresholds and can read the outbound mail log |
Steps 1–7 — Host / Promoter
their manual →-
1Open the public application form. Log out first if you want to see what a brand-new promoter sees.Expected result Five sections: organizer profile, event concept, equipment and production, financial estimates, attachments. No login wall.Watch out for /apply redirects here, so both links are legitimate. If you are already logged in and have applied before, the form quietly opens a pre-verified autofill session and paints your old answers red — that is a separate workflow, and the red is not decoration.
-
2Fill sections 1 and 2: your name, organization, email, phone, socials and track record, then the event name, description, genre, type, proposed date, an optional alternate date, and the five slot times.Expected result The form accepts free text as you type; nothing is validated until you submit.Watch out for Your email is your identity on this platform, matched case-insensitively. Autofill next time, the approval email, the contract signing link and — if you are approved — your login all key off it. Slot times are UTC strings like 2026-01-01T20:00:00Z, and the proposed date must be at least intake.min_lead_days (seeded 7) days out or you get a per-field validation error.
-
3Work section 3 carefully: equipment needs, then the four flags — live music, alcohol served, late night, and request resale royalty. If you tick the royalty flag, set the basis points (1 to 3000).Expected result The royalty field only appears once the royalty flag is ticked. A hint appears if your main set ends between midnight and 6am local time.Watch out for Each flag injects a rider into the contract. The late-night rider has a fallback: even if you leave the flag unticked, the contract engine derives it when your stored main end time is before 06:00. Do not assume an unticked box keeps a clause out.
-
4Fill section 4: headcount minimum and maximum, the bar minimum in dollars, and between one and six ticket tiers with a name, a price and a quantity each.Expected result The summary bar at the bottom updates live: gross door projection, average ticket price, headcount against capacity, and a viability preview out of 100 with a band (viable / marginal / not viable).Watch out for Your headcount maximum is scored against intake.venue_capacity (seeded 450). Ask for more than the room holds and that half of the score goes to zero. These tier rows are not a wish list — they become the event's real tiers on conversion, so name and price them as you actually mean to sell them.
-
5Attach anything that helps: pitch deck, insurance certificate, rider. Pick the kind next to each file.Expected result Up to intake.max_files attachments (seeded 10), each up to intake.max_file_mb (seeded 10) MB, in pdf, png, jpg, gif, office or txt format.Watch out for The browser warns you about size and type, but the server is the authority: too many files is a 422, a bad extension is a 415, an oversized file is a 413. Nothing is stored until the whole submission validates.
-
6Press Submit application.Expected result 201 with your application id, status new_submission and your viability score. You are redirected to the thank-you page, and a confirmation email plus a Telegram summary card for the venue are recorded.Watch out for Three refusals bite here. 422 validation_failed comes back with a per-field message list and the form prints them under the offending fields. 409 duplicate_application means the same email, event name and date were submitted in the last 24 hours. 429 rate_limited means more than 3 submissions from your email or 10 from your IP in 24 hours. An Idempotency-Key header replays the original 201 for 24 hours instead of creating a second application.
-
7Land on the thank-you page and write down the reference shown there.Expected result A short reference (the first 8 characters of your application id) and a plain-English note about what happens next.Watch out for Built behaviour worth knowing: this page is a receipt, not a portal. It shows no live status and no edit link — the plan imagined a status window here and that is not what was built. Until staff email you, the reference is all you have; quote it if you need to chase.
Steps 8–9 — Venue Manager
their manual →Yours is the queue they work from — they are the first human to read it.
-
8As the reviewer, open the intake pipeline board and find the new submission.Expected result A six-column board with viability scores, plus q and band filters.Watch out for Gated to venue manager and admin. Door staff get a 403 — the calendar is not a door decision.
-
9Open the application and read the whole scorecard: the date against the calendar, the headcount against the room, the rider flags, the tier table, the attachments and the timeline.Expected result The full application with its status history, notes, rider summary and an action bar.Watch out for The score is a scorecard, not a decision. It knows the numbers; it does not know that this promoter's last night was a disaster.
Steps 10–11 — Admin
their manual →Owns the capacity and revenue thresholds your form is validated and scored against.
-
10As an admin, confirm the submission actually generated its notifications: the intake_received email to the promoter and the Telegram summary card with its inline accept and decline buttons.Expected result Recorded outbound calls correlated to the application id.Watch out for Nothing here is a real email or a real Telegram message — every external service runs behind a mock adapter that records the call. That is why you can rehearse this whole workflow offline.
-
11Tune the thresholds the form validates and scores against: venue capacity, minimum revenue floor, minimum lead days, file limits.Expected result The updated settings; keys are accepted with or without the intake. prefix.Watch out for Admin only. A venue manager who runs the queue every day still gets a 403 here — changing the scoring rules is a different authority from working the pipeline.