Website Last Updated:
20 February 2012 |
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Dragonflight >
Convention
Events
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Hosting a Game
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Dragonflight wouldn't exist without the efforts of our Game Masters,
Dungeon Masters, Story Tellers and Event Hosts. This is an overview
of how we do things, intended for new GMs. Our procedures are the
same as last year so read no further if you're an old hand at this.
Enter
Registration Web Site
to submit your event
Game Categories
Most of our events fit into one of these categories:
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Board games
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Role-playing
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RPGA
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Miniatures
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LARP (Live Action Role-playing)
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Networked Computer Games
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Card games
If you have an idea for a game that doesn't fit into one of these
categories please contact our Events Manager (see our Contact Us
page).
Area Event Coordinator
Each game category has a volunteer on our staff who coordinates that
area. Your Area Event Coordinator (AEC) is the best person to answer
your questions about submitting and running events. If you have an
event idea and want to talk it over with someone on our staff then
by all means contact your AEC (see our Contact Us page). Once you
decide on your event and submit it to our web site your AEC will
take a look at it. The AEC may edit your event description for size
or clarity and when satisfied will approve it to show up in our online
list. The AEC also assigns events to tables and will contact you if
the event has to be moved to a different time block due to space
limitations.
Event Submission
To submit most events you log onto our Registration Web Site and
select GM Event Submission. If you want to run an RPGA event please
contact our RPGA Coordinator (listed on our Contact Us page). The
earlier you submit your event the more likely it will run in the
time block of your choice and the more visible it will be to players.
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July 6 - deadline to get into our Pre-Con program
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July 27 - deadline to get into our Convention program
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Aug 7 - last day to get into our printed addendum
Time Blocks
We schedule our events in 2-hour time blocks with many events
taking multiple blocks. Since we have a 30 minute gap between
blocks, an event that takes 2 blocks will last 4.5 hours. This
is about right for most role-playing events. For the convenience
of players, we suggest that such events start at 9 AM, 2 PM, 7 PM,
or midnight. The midnight block runs till 8 AM but most GMs pick
an ending time and specify it in the event description. If your
event must start or end at an odd time then submit it using the
time blocks that seem most appropriate to you and then put more
information into the event description. Link to Time Blocks
Running the same game or scenario twice
If you run the same scenario twice then you should submit it to
our online event system twice. To save space in our convention
program we suggest the Event Description include wording such as
"This is a repeat of the (name of event) held at (time and day of
first event). See that event for description."
Ticketing and Event Roster
Almost all events require player sign-up, sometimes called
'ticketing' even though we no longer hand out tickets. Signup
is staggered throughout the weekend so at any one time you can
sign up for events which start in the next couple time blocks.
During time block A, for example, you can sign up for events in
B and C. As soon as A is done you can sign up for D, and so on.
Signup is done at any of our self-serve ticketing kiosks
(computers). Advance sign-up is available before the convention
starts to people who have pre-registered for the convention, but
we won't fill more than 75% of the space in any event during
online signup. At the start of your event we bring you a player
roster. Some players may be marked as 'Alternates' on your roster
if more people signed up than the event can hold. If a player
fails to show up in the first 5 minutes of your event you should
turn their seat over to an alternate or a walk-in. Alternates have
priority over walk-ins.
Multi-round events
A multi-round event, such as a tournament where only the winners
can advance, should be entered as a separate event for each round
but allow signup only for the first round. A description in one
might be something like "This is the semi-finals of the Axis and
Allies tournament which started at 7 PM Friday. Winning teams from
Friday automatically advance to this round, no sign-up is required."
A multi-round event that allows new players to join on any round
should be entered as a separate event for each round and each should
require sign-up.
All-weekend event
An event that runs all weekend, like a Titan tournament, shouldn't
be ticketed unless that's the only thing the players will do. Being
ticketed in an event will prevent a player from signing up for another
event that runs at the same time.
Badges
All players must have convention badges. A 'visitor' badge allows
someone to visit the dealer room and observe events but not play
in events. You the Game Master are in the best position to check
for name badges. People with Staff and Dealer badges can play in
your events.
Younger Players
Most Dragonflight events are geared toward adult or young adult
players. It takes considerable skill, as a game master, to run
such an event with a child player in a way that is positive for
the child without detracting from the enjoyment of the older
players. Keep this in mind if a parent asks whether your event is
suitable for their child.
If your event is geared for younger players then say so in the
event description. We also have a checkbox for this when you enter
your event.
Mature Themes
Events with mature themes are not suitable for our regular gaming
spaces but may be run in your hotel room. Contact your AEC to
discuss options.
Raffle, Rewards and Refunds
As a little thank-you to our GMs we raffle off a few prizes at the
end of the convention. You get 1 raffle ticket for each timeblock
your event runs, so a 2-timeblock (4.5 hr) event earns you two
tickets. If you have more then 12 players you receive 2 per timeblock.
Go to your Area Event Coordinator after your game to get your tickets.
Deposit them into the raffle boxes at the registration desk.
If you submit your events in time to be printed in our regular
convention program you are elegible for an admission refund.
If you run events for 6 time timeblocks (15 hours) you get your
admission refunded.
If you run events for 12 time timeblocks (30 hours) you get a
free t-shirt and your admission refunded.
To receive a refund or t-shirt you must get the signature of your
area event coordinator and must have submitted your events in time
to be printed in our regular convention program. Refunds are handled
at our registration desk.
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