# Hosting guide

*HyperBukit · hyperbukit.com · updated 4 October 2026*

This is for someone hosting their first event. It follows the order you will
actually do things in: work out what you are hosting, decide how it is paid
for, find out whether anyone wants it, write the listing, fill the event, and
run the door on the day.

Hyperbukit does the listing, the tickets, the door and the money.
The venue, the suppliers, the paperwork and the people are yours. Where this
guide says you do something yourself, that is not a gap being glossed over —
it is a thing the site does not do, and knowing which is which is most of what
a first event needs.

Questions at any point: <Outreach@hyperbukit.com>.

## Contents

1. [Decide what you are hosting](#1-decide-what-you-are-hosting)
2. [Decide how it is paid for](#2-decide-how-it-is-paid-for)
3. [Find out whether anyone wants it](#3-find-out-whether-anyone-wants-it)
4. [Who is helping you](#4-who-is-helping-you)
5. [The listing is your advert](#5-the-listing-is-your-advert)
6. [Getting the word out](#6-getting-the-word-out)
7. [Filling the event](#7-filling-the-event)
8. [Materials, suppliers and paperwork](#8-materials-suppliers-and-paperwork)
9. [The week before](#9-the-week-before)
10. [On the day](#10-on-the-day)
11. [Afterwards](#11-afterwards)
12. [If it does not come off](#12-if-it-does-not-come-off)

## 1. Decide what you are hosting

Answer these before you open the hosting form. They decide every field in it.

- **Who is it for?** An age group, a crowd, a bucket list item. "Everyone" is
  not an audience, and an advert aimed at everyone reaches nobody.
- **What is the point of it?** What a guest should be able to say happened
  afterwards. If you cannot say it in a sentence, the listing will not either.
- **How many people?** Two numbers: the fewest that makes it worth running,
  and the most the venue, the boat or the bus can take. Both go on the form,
  and both are counted in tickets.
- **When?** Pick the date early — everything else hangs off it.
- **Where?** A venue, or online. If the venue is not confirmed, do not publish
  the date.
- **How long?** Anything over about two hours needs a schedule, a break and
  somewhere to sit down.
- **What could stop it?** Weather, a permit, a minimum spend, one supplier who
  has not replied. Write them all down and sort each into solvable or show
  stopper. A show stopper you have not solved yet is a good reason to run the
  free RSVP version first — see section 3.
- **How does it end?** People have to get home. Parking, a taxi at that hour,
  somewhere to go on to. Guests ask this, and the Additional details field is
  where you answer it.
- **Who is helping?** See section 4.

## 2. Decide how it is paid for

The hosting form opens on four choices, and the one you pick decides the rest
of the form.

| | What it is | What you need |
|---|---|---|
| **Free** | Guests reserve a spot and get a QR ticket. No money anywhere. | An email account or a wallet |
| **Dollars** | Card tickets through Stripe. | Stripe payouts set up ([set up payouts](/account?tab=payments&sub=earned)) |
| **BUKIT** | An on-chain bucket guests deposit tokens into. | A Phantom wallet |
| **Both** | One event, one capacity, paid either way. | A Phantom wallet, and Stripe payouts |

An email account is enough to host a Free or a Dollars event. BUKIT and Both
need Phantom, because creating the on-chain bucket is a transaction and only a
wallet can sign one.

If you already sell tickets somewhere else, host the event free here and tick
**Tickets are sold elsewhere**: add the ticket link and, if you like, the price
there. Guests RSVP here ("I'm going") and buy their ticket on your link; we
issue no QR and there is no check-in here. There are then no Hyperbukit fees at
all, and whatever the other site charges stays between you and it. The switch
is fixed once someone has RSVPed; the link and the price can change any time.

### "Do I need a down payment?"

Not from your guests, and not from you. Instead of taking money up front and
hoping, you set a **minimum**, and nothing settles until it is met:

- **Min attendance** — the fewest tickets that make the event worth running.
- **Minimum total ($)** — optional: the money you need in hand.

Both have to be reached by the funding deadline. If they are, the event goes
ahead and you are paid. If they are not, every guest is refunded in full,
processing fee included, and Hyperbukit absorbs the card processing fees. You
are never asked for money back, because you were never paid. That is the whole
answer to "what if nobody comes": you carry no cost for an event that does not
happen.

Leave the minimum blank and cards are charged as guests buy. It is the one
setting where money moves before you know the event is on, so only use it when
the event is happening whatever the numbers.

**Keep selling after the minimum is met** — on every paid event, Dollars
included. Off, the moment the minimum is met the cards are charged and the
event closes to new guests. On, it keeps selling until it is full or the
deadline passes: the cards are charged at the minimum and the rest as they come.

**Chip in.** On an event with a minimum total ($), a guest who already holds a
card ticket can add an amount of their own toward it — a "chip-in". It counts
toward your minimum total but not toward attendance, and it is no extra
ticket: no QR. It is paid the way their ticket is — committed now,
charged with the tickets when the minimum is met (straight away once it has
been), and refunded in full if the event does not fill. You receive the
amount they typed; the 5% processing fee is added on top. A chip-in goes
back with its ticket if that ticket is refunded, and you can refund one on its
own from **Tickets sold**.

On an event sold by card **and** BUKIT, a card-ticket guest can chip in BUKIT
instead, from a wallet that holds no BUKIT on your event. It goes into the
bucket like any deposit and counts toward your minimum at the rate fixed when
you created the event; it is no ticket and no attendee, and it never
shows in your BUKIT ticket list. Three things work differently from a dollar
chip-in, because the chain cannot tell it from a ticket's deposit: it takes one
of the bucket's wallet places (Hyperbukit only allows it while every ticket
still for sale keeps a place of its own), it stays in the pot if the guest's
card ticket is refunded — they can withdraw it themselves where you allow
refunds before the bucket fills, only until it fills (once it fills, it stays
in the pot), and it comes back by itself if the event does not fill —
and no chip-in may bring the bucket to its minimum on its own.

With **Allow refunds before the bucket fills** on, a guest can give their own
ticket back until the event fills: a card ticket is refunded at once, and BUKIT is
withdrawn on chain by the guest, one wallet approval. On an event sold by card
and BUKIT, Hyperbukit stops offering it once your minimum is met or the cards
are charged, so BUKIT tickets and BUKIT chip-ins stay in from then on. The chain
cannot stop a guest who withdraws directly, but the bucket then waits rather
than filling short.

### When the money actually moves

Depending on how close the deadline is and who pays you out, a guest's card is
either charged now and refunded in full if the event misses, authorized and
only captured once it tips, or saved and charged only when it tips. "Tips"
means it reaches its minimum by the deadline — the bucket tips over. The
button tells the guest which one applies before they confirm, so you do
not have to explain it.

A few hard edges worth knowing before someone asks you:

- Card sales close 15 minutes before the funding deadline.
- A saved card that fails when the event fills gives the guest 48 hours to pay
  another way; after that the ticket goes back on sale.
- Purchases are capped at $2,000 per person per event.
- Card money reaches your bank through Stripe on Stripe's normal payout
  schedule once the event fills. BUKIT is sent to your wallet
  automatically the moment the bucket fills.

### The fee

- **Card tickets: a 5% processing fee, charged per ticket.** By default it is
  added at checkout, so you receive the price you typed. Tick **I'll cover the
  processing fee** and the guest pays exactly the price you advertise, with
  the fee coming out of it. Roughly 3% of that 5% is what Stripe and the card
  networks charge to take the payment.
- **BUKIT: 3% when the event fills** — 1% burned, 2% to the treasury — and
  nothing at all if it does not fill.
- **Free events: no fees.**

As you type a price, the form shows what a guest pays, what you receive per
ticket, what you receive at the minimum and at capacity, and what the same tickets
would bring in BUKIT. Read that block before you commit to a price; it is the
quickest way to find out that a $12 ticket does not pay for the van.

## 3. Find out whether anyone wants it

The most expensive mistake a first-time host makes is guessing the numbers.
Book the venue for sixty, forty people come, and the gap is yours.

So do not guess. Put up the **free RSVP event first**, let people say they are
interested at no cost to them and no risk to you, and hang the real event off
it. On the hosting form this lives in **Incentives**, as the **Bucket Domino**
chip and the **Starts after…** field.

How it runs:

1. Publish the free event. People reserve a spot; it costs nothing and commits
   them to nothing.
2. Create the paid event and chain it to the first one. It is created straight
   away and listed as "next up", but it sells nothing — no tickets, no
   deposits.
3. When the first event has happened, you get an email with the number: *"32
   people said they're interested."*
4. You set the price and the capacity against that number and press **Publish**.
   It goes live the moment you do.

Two events, two bucket event cards, the whole way through. Nothing merges.

The settings around it:

- **Open it for me automatically** — off by default, and worth leaving off:
  reading the number and deciding is the entire point of chaining.
- **Head start** — for the hours you choose, only the people who RSVP'd to the
  first event can get a ticket to the second. The default is 48 hours and the
  most is two weeks. It is first refusal, not a reserved ticket: capacity still
  applies and tickets go in the order people take them.
- **If the first one doesn't fill** — call the second one off too (the
  default) or run it anyway. Nothing was ever sold on it, so there is
  nothing to refund either way.
- The chained event's deadline has to be at least an hour after the first
  one's, so the first can finish before the second closes.

Chaining works on Free and Dollars events.

**The rule of thumb: assume about half the people who RSVP will actually turn
up.** Set the minimum against the half and the capacity against the whole, and
a quiet night still clears.

## 4. Who is helping you

Be honest about this early. A two-hour picnic is a one-person job. A bus, a
boat or anything with a supplier is not: somebody has to answer messages,
somebody has to buy things, and somebody has to stand at the door while you do
the other two.

You can add up to **five co-hosts** to an event, by email address or wallet,
from **Edit** on the event's bucket card. Each one is emailed to say so.

A co-host can:

- edit the event,
- add and remove its photos,
- download the attendee list,
- check guests in at the door,
- publish a chained follow-on once it is ready.

A co-host cannot cancel the event, issue or refund tickets, create discount
codes, change the co-host list, or touch your payout account. Those stay with
you, and so does responsibility for the event.

Two things to weigh before you add someone:

- **The attendee list they can download carries your guests' email addresses.**
  Give it only to people who should have it.
- **Co-hosts are not told about each other.** You hold the list; if they need
  to coordinate, introduce them.

The site has one co-host role and does not split it into jobs. Split it
yourself, out loud, before the week of the event — money and purchasing, word
and messages, door and check-in — and tell each of them which one is theirs.

## 5. The listing is your advert

An advert that works answers five questions. Your listing has a field for each
of them.

| The question | Where it goes |
|---|---|
| Who is this for? | Title and Additional details |
| What are you doing? | Title, photos, video |
| Where is it? | Venue name and Address, or the Online tick |
| Why should anyone care? | Additional details, photos |
| How do they take part? | The Reserve or ticket button — that one is built in |

The rest of the fields, and what they are for:

- **Photos** — up to ten. They are resized in your browser before they are
  sent, which also strips the camera metadata, GPS included. One real photo of
  the last one beats any amount of description.
- **Card icon or emoji** — the small picture at the top of your bucket card:
  upload one (any image, a logo included) or pick an emoji.
- **Bucket event card flier** — the one picture your event is advertised with:
  the icon, a photo, the video or the title, glowing. Left on Auto it is a photo,
  then the video, then the icon, then the title. Everything else you added shows
  as a slideshow under "Show me more".
- **Additional details** — what to bring, the running order, how it ends, and
  **the contact for the day**. Put a name and a number here if you want guests
  to have one; nothing on the site hands out your phone number for you.
- **Questions guests ask** — a short FAQ, under its own FAQ fold on the bucket card. Do I
  need a life jacket? Is there parking? Every question you answer here is one
  you do not answer twenty times by message.
- **Venue name and Address** — guests get a Google Maps link, and the address
  is what lets people nearby find the event on Explore. Worth filling in even
  for a well-known venue.
- **Online event** — no location and no capacity needed.
- **Video** — a YouTube link or a direct link to an .mp4, or upload the file
  (MP4, MOV or WebM, up to 150 MB). A video picked from an iPhone's Photos
  plays everywhere, but the phone re-encodes it on the way, often to twice the
  size Photos shows — a long 4K clip may need trimming. A .mov exported in
  HEVC from a Mac may play only in Safari, so export it as MP4 (H.264) if
  guests on other browsers can't see it.
- **Event link** — the event's own website, your own ticket page, or your
  waiver.
- **Group chat link** — a Discord or WhatsApp invite. Only guests holding a
  ticket ever see it; it is never on the public page. This is where the day-of
  chatter belongs, and it saves you being the switchboard.
- **Private event** — hidden from the public list, reachable only by the link.
  The share link still works, and it is how you find a private event again.

## 6. Getting the word out

**Send the first advert three to six weeks before the event, and a reminder a
week before.** Hyperbukit does not send either of those for you. It emails
guests when they reserve, when you move the time or the place, and when you
call the event off — advertising and reminders are yours, through your own
channels and the event's group chat.

What the site does do:

- **Explore** lists events near a location, within a radius you choose, and
  people can search and sort by distance. This is why the address field
  matters.
- **Bucket list matching**: an event whose title shares words with someone's bucket
  list item is pushed up what that person is shown. Name the thing plainly —
  "Northern Lights trip" finds people whose list says northern lights;
  "Operation Aurora" finds nobody.
- **Your profile page** at `/u/<your handle>` lists what you are hosting. Over
  a few events that page is the closest thing you have to a reputation here,
  so use the same handle each time.
- **The share link** on every bucket card works for private events too, and carries
  the sharer's referral code when a guest shares it.
- **Comments** on the event, which anyone signed in can post — on a link-only
  event, only the host, their co-hosts and people holding a ticket.

Then do what the site cannot: post it where the people you described in
section 1 actually are, more than once, through more than one channel.

## 7. Filling the event

**Capacity is counted in tickets, not reservations.** One guest can reserve up
to four tickets in a single go, for themselves and three friends, and a party of
four counts as four against both the minimum and the capacity.

The tools, all under **Incentives** on the hosting form unless noted:

- **Tickets you're holding back** — crew, comps, friends you will add by hand.
  They count against the total but never show as reservations, so the bucket card
  does not advertise tickets you have already promised.
- **Comps** — on a ticketed event, **Ticket tools** on the event's bucket card hands
  a free ticket to an email address or a wallet. It comes out of the tickets you
  held back, and the guest gets a normal ticket and QR.
- **Discount codes** — three to twenty letters or numbers, a percentage or a
  flat amount off, with an optional expiry and a cap on uses. Created with the
  event, and managed afterwards from Ticket tools. There is no automatic group
  rate; a code is how you do one.
- **Total $ per referral** — a dollar amount off a guest's ticket when they
  refer a friend who books. Card tickets only. Earned before their
  card is charged it simply comes off; earned afterwards it is refunded to the
  same card. Nobody can refer themselves.
- **Head start** — covered in section 3: first refusal for the people who
  RSVP'd to the event you chained this one to.

## 8. Materials, suppliers and paperwork

Hyperbukit does not issue purchase orders, hold invoices, or collect waivers.
This part is yours, and it is where first events go wrong.

- **Work backwards from the date.** Decide when each thing has to be in your
  hands, not when it has to be ordered, and have everything together two to
  three days before — not the night before.
- **Get one named contact at the venue**, with a number that works on the day,
  and confirm in writing what you have booked and what it includes.
- **Send the purchase order, get the invoice back, keep both.** Note that your
  card payout arrives through Stripe *after* the event fills, while
  supplier deposits usually do not wait. Plan for that gap, or set the
  minimum high enough that you are not funding it yourself.
- **Waivers.** If the activity needs one, it belongs to you and to the
  operator — the ticket is not a waiver and nothing on the site collects
  signatures. Link the form from the Event link field, say in Additional
  details that it has to be signed, and collect them yourself. For a bus, a
  boat or a similar hired service, the operator's own terms apply alongside
  Hyperbukit's.
- **Tips, food, drink, prizes and swag** come out of the same money as
  everything else. If you want them, they belong in the minimum total, not in
  the hope that the event overfills.

## 9. The week before

- **Send the reminder.** A week out, through the same channels as the advert,
  plus the group chat.
- **Edit what changed.** Presentation fields can be edited at any time. If you
  move the time, the date or the place, everyone holding a ticket is emailed
  automatically with what changed — their ticket and QR stay valid.
- **Know what you cannot change.** A ticket price is fixed once the event is
  open, because guests have already seen it. A token-funded event's minimum,
  funding deadline and guest limits live on chain and cannot be edited at all.
  A chained event that has not been published yet is still fully editable —
  that is the point of it.
- **Download the attendee list** from the event's bucket card and keep a copy
  somewhere that does not need signal.
- **Remember card sales close 15 minutes before the funding deadline.**
- **Decide your identifier** — the thing that tells a stranger they have found
  the right group. A sign, a flag, a color of shirt. Put it in Additional
  details and in the reminder.

## 10. On the day

- **Get there 30 to 60 minutes early.** Earlier if anything has to be carried,
  set up or parked.
- **Be findable.** Stand where the identifier can be seen from where guests
  will arrive, not where it made sense when you were setting up.
- **Check people in.** Every ticket has its own QR code, so a party of four can
  hand one to each person. Scan it with any phone camera: it opens the
  check-in page, which shows Verified with the spot number, and you — or a
  co-host, signed in — tap **Mark arrived**. Arrivals are recorded per ticket.
- **Do not leave anyone behind.** The attendee list shows who has arrived.
  Before you move, leave or start, go through the list and account for
  everyone who committed: arrived, or told you they were not coming. Chase the
  rest.
- **Write a timetable and hand it out.** One row per role — who is doing what,
  from what time, and who they answer to. There is no timetable template on
  the site; a sheet of paper with four rows on it is enough, and it is the
  difference between three people helping and three people asking.

## 11. Afterwards

- **The money.** Card takings reach your bank through Stripe on its normal
  schedule once the event has filled. A filled BUKIT bucket pays 97% to
  your wallet automatically.
- **Add the photos.** You or a co-host can add them to the event afterwards,
  and they show on the bucket card and on the share page. They are the advert for
  your next one.
- **Read the comments**, and answer them. They stay on the event.
- **Chain the next one.** An event that just happened is the best RSVP list
  you will ever have, and it is already in the Starts after… menu.

## 12. If it does not come off

- **It did not reach the minimum by the deadline.** Every guest is refunded in
  full, processing fee included, automatically. You owe nothing and are asked
  for nothing. A BUKIT bucket that did not fill refunds its depositors on
  chain.
- **You need to call it off.** A free or card event can be canceled by the
  host while it is open. Card tickets are refunded in full; free ticket holders
  are emailed, and their tickets stop checking in. A token-funded event cannot
  be canceled from the site — once its funding deadline passes, refunds
  unlock on chain.
- **A chained event that never opened** can be called off at any time, and
  because nothing was ever sold on it there is nothing to refund and nobody to
  tell.
- **It happened, but badly.** You are an independent host, not Hyperbukit, and
  the event is yours — but tell us anyway. We would rather hear it from you.

## Getting help

Write to <Outreach@hyperbukit.com>. Say which event, and what you need. If it
is the day of the event and something is on fire, say that in the subject
line.