Hosting Events
As an organizer, you’re creating a space where people feel welcomed, encouraged, and focused. Whether online or in-person, your job during the event is to keep things simple, consistent, and distraction-free so that everyone – including you – can get their writing done. This section walks you through what to do before, during, and after each session, with separate tips for in-person vs. online events.
In this section:
In-Person Hosting Guide
Online Hosting Guide
In-Person Hosting Guide
Hosting an in-person SUAW session is straightforward, but a little preparation goes a long way. Here’s how to ensure your meetup runs smoothly.
Before Your Event (Prep & Setup): Planning ahead will set you and your attendees up for success.
A Week Before: Begin spreading the word. Promote your event to friends, on social media, or in any writing groups you’re part of. If you have access to community boards at a library, café, or university, consider putting up a flyer. If your venue allows it, print a few Shut Up & Write! flyers or table tent cards (small signs with our logo) to have on-site. Also, if the venue takes reservations and your group is growing, book the space in advance so you’re guaranteed enough seating.
The Day Before: Do a quick check-in on logistics. Print out your Shut Up & Write! table tent sign (a letter-sized sign with our logo you can fold and stand on a table) to help newcomers find your group. You can download a template from the Resources section of this guide. If you have RSVPs on Meetup, it’s a great idea to message the group a friendly reminder about the event – build a little anticipation and confirm that you’ll be there waiting to write with them.
On Event Day: Arrive at the venue 10–15 minutes early. This gives you time to secure a good table or area. Choose a spot that fits your expected group size and has minimal distractions. Place your SUAW table tent or sign somewhere visible so people can spot you. As attendees arrive, greet each person warmly. You don’t have to launch into formal intros yet – a simple “Hi, are you here for Shut Up & Write!? Great, welcome, I’m [Your Name]” breaks the ice and makes them feel noticed. If someone is brand new, you can briefly explain that you’ll get started soon and how the session works (but you’ll also cover it for everyone during introductions, so keep it light for now).
During the Event (Running the Session): Once your official start time hits (or about 5 minutes after, to allow for any late arrivals), it’s time to kick off the session.
Welcome & Introductions (5–10 min): Gather everyone’s attention and welcome the group. Introduce yourself: “Hi, I’m [Name]. Thank you for coming to Shut Up & Write! at [Venue].” Briefly explain the format for newcomers: e.g. “We’ll do quick intros, then an hour of silent writing, then a short check-in at the end.” Next, invite each person to introduce themselves with just a sentence or two about what they’ll be working on. You can go first to set the example: “I’m Jane, and I’m working on a short story today.” Encourage brevity – it’s a share, not a lengthy discussion. If the group is shy or large, you can simply have people introduce themselves to their neighbors, or just skip detailed intros to save time. Keep the mood light and positive; this part should feel quick and fun, not like a formal meeting.
Shut Up & Write! (60 min quiet writing): Announce that it’s time to write. For example: “Alright, let’s shut up and write for one hour. Ready? Go!” Start your timer for the planned duration (commonly 60 minutes). During this hour, everyone writes quietly on their own. As the organizer, you also write—both to get your own work done and to model the behavior. Avoid chatting or any interruptions. If someone inadvertently tries to start a conversation, gently redirect them with a smile: “We’ll chat at the end – for now, we’re diving into writing.” Maintain that quiet, focused atmosphere. It can feel almost magical when a whole table of people is absorbed in writing together. If the café is noisy or someone looks distracted, you might offer them a pair of earplugs or suggest using headphones, but usually the general ambient noise is manageable. Time will fly by!
Closing the Session (5–10 min): When your timer goes off, softly signal that the writing period has ended. A simple “Okay, that’s our hour!” with a smile works. Now invite everyone to do a quick final check-in. You can say: “Let’s go around and share how it went or what you got done – whether it’s big or small.” Emphasize this isn’t about bragging; it’s about acknowledging any effort or progress. One person might say, “I wrote 3 pages!” and another might say, “I only wrote a paragraph, but I finally started my chapter.” All responses are valid and worth celebrating. Applaud or congratulate each person briefly. The goal is to end on a positive note of accomplishment and mutual support. Thank everyone for their focus and effort.
Optional Social Time: After the structured hour and brief share-out, feel free to invite folks to hang around and chat: “You’re welcome to stick around and chat or ask any questions. No rush to leave!” Often, a few people will linger to talk about what they’re working on, swap writing tips, or just socialize. This informal wind-down can really solidify friendships and the sense of community in your group. It’s completely optional—if anyone needs to dash off, no problem—but those who want to connect further will appreciate the opportunity. As people do depart, thank them again for coming and let them know you hope to see them next time.
After the Event: Wrapping up properly ensures your efforts continue to pay off.
Clean Up: Make sure you leave the venue as you found it. Throw away any trash, clear cups or papers, and don’t forget to take your SUAW sign or table tent with you. We want to be good guests so that cafés and other venues are happy to have us back.
Follow Up: If you connected well with attendees, consider a quick follow-up message. On Meetup, for example, you can post a comment or send a message to everyone who RSVP’d, thanking them for coming. Something like: “Thanks to everyone who wrote with us today! It was a great session – we had 5 people and got a lot done. Hope to see you all next week, same time same place.” If you already know your next event date, mention it again. This little touch can turn first-timers into regulars by making them feel appreciated and reminding them of the next opportunity.
Reflect & Appreciate: Take a moment for yourself – you just ran a successful writing meetup! That’s no small thing. If things didn’t go perfectly, don’t worry. Every session is a learning experience, and you’ll improve as you go. (For any hiccups or challenges you faced, remember we have a Troubleshooting section in this guide to help.) Feel good about what you facilitated: you gave people a chance to write and make progress. On to the next one!
(Note: In the Resources & Downloads section, you’ll find an In-Person Event Checklist, which is a handy one-page list of prep steps and reminders you can use before each session. Check it out if you like having a printed cheat-sheet when setting up your events.)
Online Hosting Guide
Hosting an online SUAW session is a bit different from in-person, but the essence is the same. You’re still creating a focused, friendly environment for writing—just in a virtual space. Here’s how to make your online events run smoothly:
Before Your Event (Prep & Setup):
A Week Before: Promote your session through your online networks. Share the event link on your social media accounts or with any writing communities you’re part of (for example, writing groups on Facebook, subreddits, Discord servers, etc.). Let people know it’s free and open to all. If you’re affiliated with a university or workplace, invite colleagues or students who might be interested (especially remote folks looking for accountability). Building interest in advance can help ensure a good turnout in the virtual room.
The Day Before: Double-check your tech. Test your video meeting link to make sure it’s working and that you have the correct URL in your event listing. Ensure any meeting passwords or entry codes are clearly communicated to attendees. The SUAW website platform lets you message the RSVP list — consider sending a brief reminder like “Looking forward to writing with you all tomorrow at 6 PM! Here’s the Zoom link in case you need it…” This reminds everyone and provides the link handy. Charging your devices, updating Zoom, and having any needed files ready are also good day-before steps.
On Event Day: Log on to your video platform a bit early (5–10 minutes before the start) to get everything set up. As people join the meeting, greet each person in the video or via the chat. A simple “Welcome! Glad you’re here”in the chat can break the ice as folks trickle in. Encourage attendees to get comfortable — maybe have their beverage or notepad ready. If it’s a small group, you can chat a little before start time; if it’s a larger group, you might display a welcome slide or message that says something like “Welcome to Shut Up & Write! We’ll get started shortly.” Also, be prepared to handle any quick tech issues (for example, if someone can’t unmute or isn’t sure how to use the chat, help them out).
During the Event (Running the Session):
Welcome & Introductions: At the official start time, kick things off. Start the Zoom (or other platform) session by introducing yourself and the event just as you would in person: “Hi everyone, I’m [Name], and welcome to Shut Up & Write! online.” Briefly explain the format for anyone new: “We’ll do quick introductions, then an hour of silent writing, and then share how it went at the end.” For introductions, you have a few options online: you can go around and have each person unmute to say hello and what they’re working on, or if the group is large or people are shy, invite them to introduce themselves in the chat (e.g. “Everyone, feel free to drop in the chat what you’re working on today!”). Choose whatever suits the size of the group and the comfort level of participants. The key is to make everyone feel seen and part of the gathering.
Review Online Etiquette: Before diving into writing, quickly set expectations for the online space. Encourage everyone to mute their microphone during the silent writing period (to prevent accidental noise). You might say, “During the writing hour, we’ll all stay on mute – but if you need anything, you can use the chat.” If your platform has a feature like a “mute all”, be ready to use it if someone’s background noise becomes disruptive (Zoom allows the host to mute others if needed).
Quiet Writing Time: Announce the start of the writing period: “Okay, let’s get to writing! I’ll set a timer for 60 minutes. Happy writing, everyone!” Mute your mic, and encourage others to do the same, then start the timer. While time is running, you as the host should also write, but keep an eye on the session. If someone’s microphone accidentally comes on or there’s background noise, use host controls to mute them gently. (Most of the time, it’s unintentional—a pet, a child, or a mistaken unmute click—so no big deal.) If someone deliberately tries to talk to the group during the quiet time, give a quick, friendly reminder in chat or via a short unmuted interruption: “Just a reminder, we’re in quiet mode now. We’ll chat again in a bit!” Then continue writing. Generally, once people see the norm, they follow it. The hour online can pass surprisingly quickly when everyone is focused.
Closing & Check-In: When the timer is up, come back on video/audio and let everyone know the hour is done: “Great work, everyone! Time’s up.” Invite a brief share: “How did it go for you? Feel free to unmute or use the chat to share what you accomplished or how you feel.” In an online setting, some people will speak up and others might prefer typing in chat. Either way works. Acknowledge each person’s share. For example, if someone says aloud, “I wrote 500 words,” you can respond “Fantastic!” For a chat message like “I finally finished a draft of my article!” respond verbally “Congratulations on finishing that draft!” Keep the atmosphere celebratory and encouraging, just as with in-person sessions.
Optional Q&A or Socializing: After everyone has had a chance to share, let the group know they’re welcome to hang out a few minutes. You might say, “If you have any questions about SUAW or just want to chat, you’re welcome to stay on. Otherwise, feel free to head out when you’re ready. Thank you all for coming!” In many cases, a few people will stick around to say thanks or ask a question about the next event, and others will sign off immediately. Both are fine. Be sure to thank everyone as they leave: a simple wave and “Thanks for writing with us – see you next time!” goes a long way.
After the Online Event:
Follow-Up Message: Just as with in-person events, consider sending a follow-up. The SUAW site may email attendees a feedback request or summary, but you can also personally message the group through the platform. Thank them for joining and perhaps mention when the next session will be. For example: “Thank you for attending today’s session! Great job to everyone who wrote with us. Our next online meetup is next Wednesday at 6 PM – hope to see you there. Until then, happy writing!” This reinforces the routine and builds retention.
Tech Notes: If you encountered any technical issues (someone couldn’t log on, the link had trouble, etc.), take note and resolve them for next time. Maybe you need to upgrade your Zoom account if you hit a time limit, or maybe using a waiting room was cumbersome – small adjustments can improve future sessions.
Self-Care: Hosting online can be surprisingly energy-intensive (all that multitasking with admitting people, monitoring chat, etc.). Take a moment to stretch, rest your eyes, and hydrate after the session. And give yourself credit: you just facilitated a productive hour for writers around the world!
By following these steps, your online events will run just as smoothly as any coffee shop meetup. You’ve now got the hang of hosting – in the next sections, we’ll explore how to get more people to join your sessions and how to keep your writing community thriving.