Run polished events, grow your community, and understand your customers — all from one platform.

Get Your Venue Running — 4 Steps

1. Create an Organization

Venues need an Organization, not a plain group. An organization is a full user account for your venue: its own login (staff can share it without personal accounts), its own profile page, its own game collection, and BGG sync. Create one by registering a new account and selecting Set up an organization account during onboarding.

2. Set Your Location

In Organization Settings, set your venue's name, description, avatar, and address — it appears on a map so players can find you. Upload photos so they know what to expect before they arrive.

3. Create Your First Event

From your organization page, create an Event. Set the title, date, time, and your venue as the location. An event can be standalone (just attendance), or it can hold scheduled games (sign-up tables for specific titles) and, on the Club tier, sub-events (separate tracks under one roof).

4. Share It

Publish the event and share the link or QR code — post it on your website, pin it at the counter, or send it to your regulars. Members can export it to their personal calendars too.

That's your venue on Ludoya. Everything below adds operational depth as you need it.

Once Your Venue Is Running

Named Spots

Define named spots for your location — individual tables, rooms, or play areas. When you run an event, sub-events and scheduled games each claim a spot so attendees always know where to go and two activities never fight for the same table. Named spots are free for all organization accounts.

Interactive Floor Plans (Business Tier)

Upload a floor plan image for your location and drag each spot onto the map — attendees see a pannable, zoomable layout of your space. Without a floor plan, spots work as plain labels ("Table 3", "Back Room"). The visual map is worth it at larger venues where navigation actually matters.

Structured Events

Scheduled games — add a lineup to your event with time slots, seat counts, waitlists, named roles (Teacher/Demonstrator, Game Master, Player), and experience-level indicators so newcomers know which tables are beginner-friendly.

Games at the Event — a shared list of games available to play. Organizers add venue copies; attendees can add from their own collections if you allow it. Each game is marked Free to take or Organizer present, has its own reservation schedule, and shows aggregated "What do you want to play" wishes so you can plan around demand.

Recurring events (Club tier) — set up weekly board game nights that auto-repeat. Members see the full series and RSVP to individual sessions.

Sub-events (Club tier) — run multi-track events with separate schedules, capacities, and sign-up lists under one parent event.

Game Library

Your organization's collection is separate from personal collections. Catalog every game at your venue with condition, player count, and availability — customers browsing your Ludoya page can see what's on the shelf before they visit. If you sell games, list them on the Marketplace to reach Ludoya's audience.

Promote Your Venue

Telegram integration (Club tier) — auto-post event announcements to your venue's Telegram channel when you publish.

Embeddable widgets — embed your event calendar, game collection, or play activity on your website. Pulls live data from Ludoya.

QR codes — print one at the counter so walk-ins can join your group instantly.

Image exports — shareable visuals for social media: event lineups, top games played, monthly stats.

Tournament Nights (Club Tier)

Enable tournament scoring on any event. Track cumulative scores per player across all games, display a live leaderboard on a screen at your venue, and share final standings in your feed and on Telegram.

QR Entry Verification (Business Tier)

Attendees show an on-demand QR code from the event's RSVP button. Scan it at the door to confirm they're on the list — no paper, no clipboard. This is a door check only; use the manual Showed Up / No-Show controls afterward if you want attendance records.

Custom Attendance Forms (Business Tier)

Add questions to your event that attendees answer when they RSVP — dietary needs, experience level, marketing opt-ins, game preferences. Responses are visible in the event management panel and exportable as CSV.

Attendee Data Export (Business Tier)

Download RSVP lists, attendance marks, and form responses as CSV for post-event analysis, email follow-ups, or reporting to venue management.

Premium Tiers

Club Tier — recurring events, sub-events, tournament scoring, Telegram auto-posting, and per-event availability heatmaps.

Business Tier — everything in Club, plus QR entry verification, interactive floor plan image, custom attendance forms, and attendee data export.

Applied to your Organization account. Upgrade at Organization Settings > Premium. See the Premium page for pricing.

Event Day Checklists

Setup (once): Create your Organization. Define spots for your location. Optionally attach a floor plan image (Business). Catalog your game collection. Connect Telegram. Embed the event widget on your website.

Before each event: Create the event, assign spots to sub-events and scheduled games, add form questions, publish. Telegram auto-announces. Share the link and QR code.

During the event: Scan QR codes at the door (Business). Organizers start live sessions at each table. Update tournament scores in real time. The AI Game Assistant helps players with rules.

After the event: Export attendance data. Review play summaries and stats. Post highlights to your feed. Plan the next event.

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