How to host an event on CollaboTokyo, step by step
Host a free meetup, talk, workshop or pop-up on CollaboTokyo: pick a plot, building and room, add a call and slides, invite your team, and fill the seats.
Key takeaways
- Hosting is free. Claim a plot, pick a building, a room and a theme, and brand it.
- 7 rooms: meeting room, conference hall, lecture hall, cafรฉ, coworking, gallery, pop-up market.
- Every event can have its own call โ free Jitsi, or your Meet, Zoom, Teams or Whereby link.
- Up to 24 hours per booking, up to 60 days ahead, with slides on stage, side tables and a team.
On this page
Why host on CollaboTokyo?
- A place, not a link: guests walk into a building on a real street, see each other and mingle.
- Built-in discovery: your event shows on the plaza, on the upcoming events page and on boards.
- Hallway track included: side tables for private calls, chat for everyone.
- No venue cost: building, room, stage and call are free.
Event hosts & community organisers
- A recurring home for your community
- Run talks with slides and a presenter line
- Your team can present and edit with you
Creators & influencers
- Fan meetups and live Q&As
- Launch a collab with your co-creators
- Invite brands to drop by side tables
Brands & businesses
- Launches, sampling days and pop-ups
- Creator mixers before a campaign
- Host under your brand name and logo
Builders, founders & makers
- Demo days and launch parties
- Office hours and feedback sessions
- Hackathons in a coworking room
How to host your event
Start at Host an event
Go to Host an event or open Events in the city.
Pick a plot
Choose the district and spot that fits your audience. Every block has a plot.
Pick the building (the outside)
What people see on the street.
- ๐ฌ Pop-up shop
- โบ Market tent
- ๐ฆ Container
- ๐๏ธ Glass pavilion
- ๐ฎ Dome
- ๐ฏ Machiya
Pick the room (the inside)
A preset layout for the kind of event โ see the table below.
Pick a theme and brand it
Minimal, warm wood, industrial, neon, Japanese, garden or luxe. Add your logo, colour, cover and links.
Set the time and programme
Up to 24 hours per booking, up to 60 days ahead. List up to 12 sessions on the programme.
Add a call
Leave it empty for a free Jitsi room, or paste a Google Meet, Zoom, Teams or Whereby link (webinars work too).
Add your team
Admins can edit and present; staff can present. Host as yourself, or as an organization, brand or product.
Share it
Post it on the board, share the event link, and let guests tap Remind me โ theyโre pinged 5 minutes before.
Which room should you pick?
| Room | Best for | Stage / screen | Side tables |
|---|---|---|---|
| ๐๏ธ Meeting room | Small meetings, workshops, office hours | Screen | โ |
| ๐ค Conference hall | Talks, launches, panels | Main stage | 3 |
| ๐ Lecture hall | Classes, seminars, study sessions | Lectern + screen | 2 |
| โ Cafรฉ | Meetups and mixers | โ | 2 |
| ๐ป Coworking | Work sessions, hackathons, study groups | โ | 3 |
| ๐ผ๏ธ Gallery | Exhibitions, portfolios, product shows | โ | 2 |
| ๐๏ธ Pop-up market | Sales, drops, sampling (6 stalls) | โ | 2 |
On the day
- The building goes up 1 hour before โ arrive early to test slides and the call
- Upload slides to the stage; set the โnow presentingโ line and presenter
- Go live on stage when you start
- Point people to side tables for 1:1s and small groups
- Post a recap on the board and whiteboard afterwards
Need ideas? See 20+ event ideas on CollaboTokyo and how to host an online event.
Questions
Is it free to host an event on CollaboTokyo?
Yes. Plots, buildings, rooms, stages and the built-in call are free.
How long can an event run?
Each booking runs up to 24 hours and can be made up to 60 days ahead. The building goes up an hour before the start.
Can I use Zoom or Google Meet?
Yes. Paste a Google Meet, Zoom, Microsoft Teams or Whereby link, or leave it empty for a free Jitsi room.
Can a co-host help run it?
Yes. Add team members as admins (can edit and present) or staff (can present).