Shut Up & Write! Complete Organizer Guide
Welcome to the SUAW Organizer Community!
Welcome, Organizer! We're thrilled you've joined the Shut Up & Write! community. Whether you're hosting events online or in-person, you're stepping into a powerful role: helping writers show up for themselves and make real progress on their creative work.
Since 2007, Shut Up & Write! has helped people around the world build sustainable writing habits through simple, inclusive, community-powered events. As an organizer, you're not just keeping time—you're holding space. And we're here to support you every step of the way.
This guide will walk you through:
The full Shut Up & Write! Method
How to list, host, and promote your event
Best practices for creating a welcoming space (online or in-person)
How to handle common challenges
Where to find tools, templates, and ongoing support
Let's get started by learning the foundation that makes this community work.
The Shut Up & Write! Method
We built our method on one simple truth: writing thrives in community. Our structure is designed to be easy to follow, highly adaptable, and welcoming to writers of all levels and backgrounds.
Below is the complete step-by-step approach you'll use when hosting a Shut Up & Write! session:
Step 1: Connect and Collaborate
Start by gathering people who want to write. This could be friends, local writers, students, or online community members. Your goal is to create a safe, encouraging space where people can:
Focus on their projects
Share goals and struggles
Celebrate progress together
If there's already a group near you, consider joining before creating a new one. You'll learn a lot by participating first!
Step 2: Select a Space to Write
Choose a setting that supports focus and connection.
In-Person Spaces:
Coffee shops, libraries, co-working spaces, or quiet cafés
Look for good seating, minimal distractions, Wi-Fi, and outlets
Try to visit in advance and speak to the manager if needed
Things to consider for in-person venues:
Seating capacity: Can your venue accommodate your group with enough seating for all?
Level of ambient noise
Availability of food and beverages
Parking/public transit availability
WiFi access
Outlets for plugging in laptops/devices
Whether they take reservations
We strongly recommend that you visit your venue ahead of time to check on all of these details. If possible, speak to the manager at the venue to learn whether or not you'll need to make a reservation ahead of time.
Online Spaces:
Use a reliable video conferencing platform (Zoom, Google Meet, Whereby, Skype, or Jitsi)
Choose a quiet location, and encourage attendees to do the same
Test your tech before the event
Step 3: Create a Regular Time to Write
Consistency helps people build momentum. Set a recurring schedule that works for you (and ideally doesn't overlap with existing events).
Common times that work well:
Saturday mornings (10am or 11am)
Weekday evenings (6pm for post-work accessibility)
Recommended duration:
Start with 60–90 minutes of focused writing time and adjust based on group feedback.
Step 4: Set Achievable Goals
At the start of each session, invite participants to share a specific, personal goal:
"Write 500 words on my essay"
"Outline chapter 4"
"Edit 3 blog posts"
Encourage brief goals to keep things focused and attainable.
Step 5: Write Without Distractions
Once everyone has shared their intention:
Start the timer (usually 60 minutes)
Encourage everyone to silence phones and notifications
If online, mute everyone (and disable screen sharing)
The goal is quiet, focused writing. No critiques. No talking. Just writing.
You can also use techniques like the Pomodoro method (25 minutes on, 5 minutes off), especially for longer sessions.
Step 6: Don't Edit While You Write
Gently remind writers not to critique or revise during their session—unless that's their intention. A key part of the method is forward momentum:
"If you're writing, write. If you're editing, edit. Just focus on one task at a time."
Step 7: Reflect and Celebrate
At the end of the writing time, invite everyone to share what they accomplished. This reflection:
Reinforces progress
Builds a sense of pride and community
Helps close the loop for the session
You might say:
"Let's take a moment to go around and share how the session went or what you got done—big or small."
Step 8: Stay Engaged and Supportive
Encourage folks to linger and chat (especially in-person). These conversations deepen the sense of community and often spark new ideas.
Between sessions, you can:
Share resources or writing prompts
Invite folks to future events
Celebrate milestones as a group
Listing Your Event: Step-by-Step for In-Person & Online
Once you're approved as an organizer, your first task is to list your event so writers can find it. We use two different platforms depending on the type of event you're hosting:
In-Person Events → Managed via Meetup.com
Online Events → Created on shutupwrite.com
This section walks you through both processes in full detail.
How to List an In-Person Event (via Meetup)
We use Meetup to manage and promote in-person events. Shut Up & Write! covers all organizer fees through our Meetup Pro account.
Step 1: Get Access Our Community Team will upgrade your Meetup account to Event Organizer status within your assigned chapter. Be sure you're logged into your Meetup account before proceeding.
Important: We strongly recommend finding a co-host to cover days when you might be unable to host. This can be a person who attends regularly or a friend you know who would also like to host. When you find a co-host, make sure they sign up on our site to become an organizer here.
Step 2: Set Up or Edit Your Event Series
Navigate to your chapter's Meetup group (you'll get a link via email).
Under "Events" in the "Draft" section, we have started an event series you can edit. Click Manage -> Edit Draft to add the details. Or you can click "Organizer tools" > "Edit" on the existing event series (or click "Schedule a new event" if starting from scratch).
Make sure the Repeat Event toggle is ON, so it appears regularly.
Step 3: Fill Out the Event Details Here's what to include:
Title: Include the format and venue or neighborhood
Example: "Shut Up & Write! at Common Grounds Café"
Date/Time: Choose your start time and length (we recommend 90 minutes)
Duration: 1.5 hours is standard (can be longer or shorter based on your group)
Featured photo: If you have a photo of the venue, upload it
Description: Include helpful info like:
Where you'll be sitting
Parking instructions
Wi-Fi/outlets availability
Whether food/coffee is available
Any accessibility details
Location: Add venue name + full address
How to find us: Mention visible signs, table tents, or other markers
Hosts: Add yourself and any co-hosts
Optional Meetup Settings:
Attendee limit: Set one if your venue has limited seating
Allow guests: Enable 1 guest per attendee
Avoid setting RSVP open/close times or enabling fundraising: These can limit accessibility
Step 4: Publish Your Event Scroll to the bottom and click the red Publish button. That's it!
Your in-person event will automatically be linked to our directory of in-person events within 24 hours on the shutupwrite.com site. You can find it on our in-person events page.
Note: If your event doesn't show up on shutupwrite.com within 24 hours, please reach out to us at questions@shutupwrite.com so we can investigate.
How to List an Online Event (via shutupwrite.com)
All online event series are created on the Shut Up & Write! website and displayed in the Online Events Directory.
Step 1: Log In and Get Access Make sure you're logged in to shutupwrite.com and that your account has Organizer access. (We'll promote your account once you're approved.)
Step 2: Go to Online Events Directory Visit: app.shutupwrite.com/online-events Click the "Create Event Series" button on the left side of the screen.
Step 3: Fill Out the Series Setup You'll be guided through several steps:
Start Date, Start Time, Duration, Frequency
Choose your starting day and time
Duration is usually 90 minutes
Frequency can be weekly, biweekly, or custom
Organizer Info
Your name should be auto-filled here
Video Link
Paste your Zoom/Google Meet/Jitsi/Whereby link
If using Zoom, ensure it's not time-limited (free Zoom cuts off after 40 minutes)
Event Title
Use a format like: "Shut Up & Write!® with [Your Name]"
(You can include your name, timezone, or theme)
Upload a Series Image (optional)
This could be a headshot, your writing space, or a branded graphic
Set an RSVP Limit (optional)
We recommend capping online sessions at 15 attendees to keep things manageable
Step 4: Publish and Save the Link Click "Publish Series" to make your event live. Be sure to save the URL—you'll use it in messages and social posts to invite attendees.
Editing or Retiring Your Event
In-Person: Edit or pause your Meetup listing directly from your Meetup dashboard
Online: Log in to shutupwrite.com and navigate to "My Events" to manage your listings
Hosting Your Event: In-Depth Guide
As an organizer, you're creating a space where people feel welcomed, encouraged, and focused. Whether you're hosting online or in-person, your job is to keep things simple, consistent, and distraction-free so that everyone—including you—can get their writing done.
This section walks through what to do before, during, and after each type of event.
In-Person Hosting Guide
Before Your Event:
1 week before:
Promote your event on social media or local writing groups
Print flyers or table tents if your venue allows it
Make a reservation at your venue (if applicable)
1 day before:
Print your Shut Up & Write! table tent (download here)
Message your RSVP list on Meetup to remind them and build anticipation
On the day of:
Arrive 10–15 minutes early
Choose a table or space that fits your expected group
Place your table tent so new attendees can find you
Greet people warmly as they arrive
During the Event (In-Person):
1. Welcome & Introductions About 5–10 minutes after start time, gather everyone and say:
"Let's go around and share one or two sentences about what we're working on today."
Start with yourself and call on the next person by name
2. Shut Up & Write!
Set a timer for 60 minutes (or your planned length)
Announce "Alright, time to Shut Up & Write!"
Keep things quiet and model focus
Avoid chatting or working on unrelated tasks
3. Closing the Session
When the timer goes off, invite everyone to reflect: "Let's do a quick check-in—what did you get done, or how did it go?"
End on a positive note. Encourage attendees to return and invite friends.
4. Optional: Social Time
Invite folks to linger for conversation—many great connections happen here!
In-Person Event Checklist
1 Week Before Your Event
[ ] Promote your event! Post on your social media accounts and print out flyers to post locally or at your chosen venue.
[ ] Make a reservation at your venue (if needed).
1 Day Before Your Event
[ ] Print out a table tent so participants know which table to go to.
[ ] Message the members on your RSVP list to remind them about your upcoming event.
The Day of Your Event
Arrive 10-15 minutes before the event starts and grab a table for the group, if you don't have a reservation.
Place your Shut Up & Write! table tent in a prominent location in your seating area.
During Your Event
As people arrive, welcome them to your Shut Up & Write! Event.
Introduce yourself and get to know your writers: where did they commute in from, how is their day going?
Officially start the event by sharing what you'll be working on. Keep this part brief!
Call on people by name to avoid any confusion about who goes next.
Once everyone has stated what they're writing, let the group know you're about to set the timer and that it's time to Shut Up & Write!
Remember to set your timer!
Shut Up & Write! ⏱
After the timer goes off, lead a round of check-ins with your writers: How did the session go?
Feel free to linger as long as you like to connect with writers and foster additional conversations.
As your writers leave, thank them for coming and invite them to come back again.
Online Hosting Guide
Before Your Event
1 week before:
Promote your session on social media using the event link
Share with writing communities (Discord, Facebook groups, etc.)
1 day before:
Confirm your video link works
Message your RSVP list from shutupwrite.com with a reminder
On the day of:
Log in to your meeting 5 minutes early
Turn on your platform's security features:
Enable Waiting Room
Mute participants on entry
Turn off screen sharing and name-changing
Turn off: "Allow participants to rename themselves"
Test your mic, video, and timer
During the Event (Online)
1. Welcome & Introductions
Admit people from the waiting room
Greet each attendee as they join—ask where they're calling in from or how their day is
Once everyone is in:
"Let's do a quick round of introductions—just a couple of sentences about what you'll be working on."
Call on each person by name to guide the flow.
2. Shut Up & Write!
Set your timer for 60 minutes
Mute all participants (you can stay unmuted or quietly visible)
Announce: "Okay! I'm setting the timer—it's time to Shut Up & Write!"
Stay present, reduce distractions, and keep the energy calm and focused.
3. Check-In & Closing
When time is up, unmute yourself (and enable unmuting for others)
Gently bring everyone back: "Welcome back!" (Try welcoming your group back softly because an enthusiastic "welcome back" can make some writers jump!)
"Let's go around and share how it went—what you worked on, or how it felt."
Paste the link to your next session in the chat
Thank everyone and invite them to come again
Online Event Checklist
1 Week Before Your Event
Promote your event! Post on your social media accounts.
1 Day Before Your Event
Check your event listing on shutupwrite.com and make sure your room link is correct.
The Day of Your Event
Log into your virtual room 5 minutes before your event's start time
Turn on security settings (if using Zoom, this is accessible via the Security Button at the bottom of the screen)
Turn off: "Allow participants to share screen"
Turn off: "Allow participants to rename themselves"
During Your Event
As people arrive, let them in from the waiting room and welcome them to your event!
Introduce yourself and get to know your writers: where are they located, how is their day going?
Officially start the event by sharing what you'll be working on. Keep this part brief!
Call on people by name to avoid any confusion about who goes next.
Once everyone has stated what they're writing, let the group know you're about to set the timer and that it's time to Shut Up & Write!
Remember to set your timer!
Shut Up & Write! ⏱
After the timer goes off, ensure people can unmute themselves (if using Zoom, check the Security button.) Unmute yourself and welcome everyone back softly.
Lead a round of check-ins with your writers: How did the session go?
Feel free to linger as long as you like to connect with writers and foster additional conversations.
Thank the group for showing up, invite them to come back again, and paste the link to your next event in the chat.
Security Tips for Online Hosts
Use a recurring Zoom or Google Meet link if possible
For Zoom: Review Zoom's safety tools
For Google Meet: Review Google Meet's Host Controls
For Jitsi: Review Jitsi's Moderator Controls
Remove disruptive participants quickly if needed
Use chat to reassure others if something unexpected happens
Promoting Your Event: Helping Writers Find You
Your event is listed—now it's time to get the word out! Promotion is how your event grows from "one or two people showing up" into a regular, committed writing community. The good news? You don't need to be a marketing expert to do it. A little consistency goes a long way.
Start With People You Know
Your personal and professional networks are a great first step:
Invite friends, classmates, or coworkers who've mentioned wanting to write more
Share your event link with writing groups you're a part of
Mention it to people who've attended other Shut Up & Write! events
Sometimes all it takes is one personal invite to get someone writing again.
Use Social Media (No New Accounts Needed)
Promote your event using your existing personal accounts. There's no need to create a special "Shut Up & Write!" page for your group.
When you post:
Include your event link and time
Mention the vibe and structure (e.g., "Focused writing time—no critiques!")
Use an image if possible (use this folder of graphics)
Tag us so we can re-share:
@shutupwrite on Instagram
@shutupnwrite on Facebook
suaw.bsky.social on Bluesky
Sample caption:
"Hosting a free Shut Up & Write! session this Thursday at 6pm CST—come write with me online! Quiet writing time, good vibes, and no pressure. RSVP here 👉 [your link]"
Local Promotion (for In-Person Events)
If your event is in a physical location, think visibility:
Post flyers on community boards at coffee shops, libraries, bookstores, universities
Leave table tents at your hosting venue (with permission)
Use this downloadable flyer & tent template: Flyers & Table Tents
Pro tip: Ask your venue if they'd like to help promote the event. Many are excited to support free community activities.
Creative Ways to Reach Writers
Try posting in:
Reddit communities (like r/writing or local subreddits)
Slack groups, Discord servers, or Facebook groups for local creatives or academics
University or workplace listservs
Local newsletters or coworking space calendars
No one knows your city or circle like you do—go where the writers are.
Promote Every Week
Even if your group is well-established, keep reminding people!
Post about each session the day before or the morning of
Encourage returning writers to invite a friend
Send a personal "hope to see you again" message after a good session
Troubleshooting: What to Do When Things Don't Go as Planned
Most Shut Up & Write! events run smoothly—people show up, write, and thank you afterward. But life is unpredictable, and even the best-organized session might face challenges now and then. This section helps you navigate them with confidence, whether you're online or in-person.
Common Challenges for All Events
If No One Shows Up
Yes, this happens—and no, it doesn't mean you failed. Even if no one joins, you've still carved out writing time for yourself, and that's a win.
What to do:
Use the time to write. You showed up, and that matters.
Double-check your event listing—is the time or link correct?
Promote more before the next session.
Revisit your timing—weekday evenings and weekend mornings tend to perform best.
Most of our strongest communities started with just one or two people. If you build it and keep showing up, they will come.
If Someone is Too Chatty During Writing Time
Kindly redirect them:
"Hey! Just a reminder, we stay quiet during the writing portion, but we'll have time to chat at the end."
Keep it warm and light. Most people simply forget or don't realize—it's not personal.
If Someone Tries to Change the Event Format
Some attendees may want to shift the time, structure, or venue.
You can say:
"Thanks for the suggestion! This event will stay as-is, but you're welcome to apply to host one that fits your idea."
(Feel free to send them to our organizer application.)
In-Person Specific Challenges
Latecomers
Give them a friendly wave and let them know you'll check in with them after the timer goes off.
Bossy Writers
Hold your ground! If someone insists on changing your event's venue or timing to suit their needs, let them know they can start their own event.
Inappropriate Behavior
If someone is behaving inappropriately at your in-person event:
Ask the person to stop the behavior. Stay calm and direct.
Ask the staff at your venue for additional support if needed.
Call law enforcement to report the issue, if necessary.
You can also ask the staff at your venue for ongoing support if a member of concern returns.
Online Specific Challenges
Latecomers
Welcome them to the event using the chat feature
Ask them what they're working on and let them know how much writing time is left
People Unmuting During Writing Time
Remind them that it's time for quiet writing, but there will be time for socializing at the end
Use host controls to mute participants if needed
Unwanted Guests
Just in case, here's our recommended procedure:
Remove the unwanted participant as quickly as possible using your video software
Once they're gone, send a message to the group in chat to let them know that you have removed the unwanted guest(s) and the event can now proceed as originally intended
Code of Conduct Reminder
All Shut Up & Write! participants agree to our Code of Conduct. It's your anchor point for dealing with tough behavior. If someone breaks it, you have the authority to ask them to leave.
If you encounter a serious issue that you're not sure how to handle, document what happened and email our team at questions@shutupwrite.com. We'll back you up.
Retiring or Handing Off Your Event
Hosting a Shut Up & Write! event is a meaningful way to support your writing community—but it's also okay to step back when life shifts. Whether you need to pause temporarily, hand off your event, or step down entirely, here's how to do it with clarity and care.
Taking a Break
Need to pause your event for a few weeks or months? Totally fine.
For Online Events:
Log into shutupwrite.com
Navigate to your event under "My Events"
Click to edit and set the event status to "Inactive"
When you're ready to start again, just reactivate it
For In-Person Events:
Edit your Meetup event series title to include:
"(On Pause – Returning Soon)"
Optionally update the description with a return date or status
If you're unsure how long you'll be on break, reach out to questions@shutupwrite.com and we'll help archive or temporarily unlist your event.
Handing Off to a New Organizer
Can't host anymore but know someone who'd be a great fit? Perfect.
Here's how to make the handoff:
Ask your co-host or a trusted attendee if they're interested
Have them complete the Organizer Application
Let us know who they are by emailing questions@shutupwrite.com
Once approved, we'll update access on Meetup or shutupwrite.com and support them as they take over.
💬 "It's been so great hosting this group. I'm stepping back, but I'd love for it to keep going—and I think you'd be a great fit!"
Stepping Down Completely
If no one is available to take over and you're ready to step away:
Email us at questions@shutupwrite.com
We'll remove your listing from Meetup or the online directory
We'll also close or unassign your chapter, if applicable
No guilt. No pressure. We're grateful you held space for writers while you could. Just make sure you let us know so other writers can find a different event that’s active.
Want to Stay Connected?
Even after you step down, you're always part of the Shut Up & Write! family. You can:
Attend other events as a participant
Stay in the loop via our newsletter and social channels
Return to organizing whenever you're ready
Organizer Resources & Staying Connected
You're not in this alone. Whether you're preparing your first session or growing a regular group, we've got resources and a whole global team behind you.
Templates & Tools
Here are some helpful links to download ready-made materials for your events:
Flyers & Table Tents (for in-person sessions): Download here
Social Media Templates & Captions: Social Media Kit
Event Promotion Tips: Promotion Guide
Code of Conduct: Read here
Platform Access Links
List or edit in-person events: meetup.com/pro/shut-up-write
List or edit online events: shutupwrite.com/online-events
Apply to become an organizer or co-host: Organizer Application
Need Support?
Reach out anytime. Our Community Team is here to help you:
Navigate platform tools
Handle event logistics
Resolve issues with attendees
Brainstorm new ideas
Email us: questions@shutupwrite.com
Share Your Story
Have you or someone in your group:
Finished a book, article, thesis, or blog series?
Overcome writer's block?
Made new creative friendships?
We'd love to hear about it! Submit your story
Thank You
Hosting a Shut Up & Write! event might feel small at first—but it's powerful. You're helping writers carve out time, build courage, and commit to their craft.
Thanks for showing up. Thanks for helping others show up too.
Let's keep writing—together!