You should all be online at that time just in case somebody doesn't show,then if others aren't on your friends list, USE THIS THREAD.

Best practice is to be logged onto the zone,the BB HOST posts that they are about to start the room [10 minutes beforehand is best],then all those that are intending to join post back here to confirm.

HOST then starts chat room.

You can always run more than one event so that all can get it.

Trust me this is the best way to run it,I've seen every possible stuff up that can happen,and there are HEAPS.