Signing up for events - Downloaded from the Wizards Community, all coding removed by Solauren

Signing up for events

Post/Author/DateTime Post
#1
jeiche
Sep 16, 2008 21:36:48 How do people handle players signing up for public, sanctioned events? I am running my first public sanctioned event at my FLGS next week. How should I go about getting players signed up? I have a flyer in the store (retailer kit has not arrived yet) that I created but not sure what the "official" policy is. How do you generally handle too many players showing up for a session?

Thanks!
#2
WolfStar76
Sep 16, 2008 22:38:54
How do people handle players signing up for public, sanctioned events? I am running my first public sanctioned event at my FLGS next week. How should I go about getting players signed up? I have a flyer in the store (retailer kit has not arrived yet) that I created but not sure what the "official" policy is. How do you generally handle too many players showing up for a session?

Thanks!

If the store has a forum (like this one) I tend to do my signups there.

Failing that, a list at the store for people to sign-up on is the next best thing.
#3
kinevon
Sep 17, 2008 7:08:27 On the other hand, if you mean how do you get the names and RPGA/DCI numbers for the people playing the modules run, each module download includes a PDF with a signin sheet for each player and the GM to sign their names, RPGA numbers, and for the GM to fill out things like which bundle the PC took, what story awards they earned, and for the GM to answer the questions at the end of the module.

And, for some groups, for the pre-game anticipation mustering, they use local store bulletin boards, either in-store or on-line, or by setting up a signup list on WarHorn (http:www.warhorn.net/).
#4
howie23
Sep 17, 2008 15:38:31
How do people handle players signing up for public, sanctioned events? I am running my first public sanctioned event at my FLGS next week. How should I go about getting players signed up? I have a flyer in the store (retailer kit has not arrived yet) that I created but not sure what the "official" policy is. How do you generally handle too many players showing up for a session?

Thanks!

1) Use warhorn.net for signups.
2) On your flyer, point them to your warhorn site and tell them others are seated on a space available basis and any other policies.
3) On the day of, if you have extra players, seat them if you can, recruiting DMs, turn them away if you can't. Encourage them to sign up next time.

From a service standpoint, you want to communicate in a manner that avoids people showing up with the expectation that they can play, maybe after driving hours, and then not get a game.

People have talked themselves into paradoxes by assuming that they must accomodate everyone who shows up. This is silly. If 300 people show up at a 600 square foot store, of course they aren't going to all play. Anything else is just a matter of magnitude, including the 7-player problem.

Some ways that you can help avoid problems:
1) Recruit players who are highly invested in your program to be willing to be flexible. Someone who will DM if needed or who will step in if needed or step out if needed. There is usually someone with a martyr complex.
2) Communicate, communicate, communicate.
3) Develop a policy associated with advance signups who repeatedly don't show or have a history for the same. This is particuarly a problem for events that don't have pre-payment prior to sign-ups. Some folks will "park" on a seat and then get a better offer to do something else.

David
#5
blackplauge
Sep 18, 2008 12:25:00 What about scheduling a "follow-up" session for an event to handle the overflow?

For example, say I organize a retail event but only have one DM for it (myself) and as a result have only 6 slots available. However, come the day of the event 9 people show up. Clearly 3 players aren't going to be able to play that day. Could I, however, ask for volunteers to split off into a second group (making sure to meet the 4 player minimum with both groups) and come back on another night later in the week (mutually agreed upon by the volnuteers) and replay the adventure with them? Would that second night have to be sanctioned as a seperate event or would it just be a separate session of the same event?
#6
WolfStar76
Sep 18, 2008 12:29:57
What about scheduling a "follow-up" session for an event to handle the overflow?

For example, say I organize a retail event but only have one DM for it (myself) and as a result have only 6 slots available. However, come the day of the event 9 people show up. Clearly 3 players aren't going to be able to play that day. Could I, however, ask for volunteers to split off into a second group (making sure to meet the 4 player minimum with both groups) and come back on another night later in the week (mutually agreed upon by the volnuteers) and replay the adventure with them? Would that second night have to be sanctioned as a seperate event or would it just be a separate session of the same event?

When reporting, there's a button for "add session".

So, if you successfully split into two sessions, you can add that on the fly.

Post/Author/DateTime	Post
#1 jeiche Sep 16, 2008 21:36:48	How do people handle players signing up for public, sanctioned events? I am running my first public sanctioned event at my FLGS next week. How should I go about getting players signed up? I have a flyer in the store (retailer kit has not arrived yet) that I created but not sure what the "official" policy is. How do you generally handle too many players showing up for a session? Thanks!
#2 WolfStar76 Sep 16, 2008 22:38:54	How do people handle players signing up for public, sanctioned events? I am running my first public sanctioned event at my FLGS next week. How should I go about getting players signed up? I have a flyer in the store (retailer kit has not arrived yet) that I created but not sure what the "official" policy is. How do you generally handle too many players showing up for a session? Thanks! If the store has a forum (like this one) I tend to do my signups there. Failing that, a list at the store for people to sign-up on is the next best thing.
#3 kinevon Sep 17, 2008 7:08:27	On the other hand, if you mean how do you get the names and RPGA/DCI numbers for the people playing the modules run, each module download includes a PDF with a signin sheet for each player and the GM to sign their names, RPGA numbers, and for the GM to fill out things like which bundle the PC took, what story awards they earned, and for the GM to answer the questions at the end of the module. And, for some groups, for the pre-game anticipation mustering, they use local store bulletin boards, either in-store or on-line, or by setting up a signup list on WarHorn (http:www.warhorn.net/).
#4 howie23 Sep 17, 2008 15:38:31	How do people handle players signing up for public, sanctioned events? I am running my first public sanctioned event at my FLGS next week. How should I go about getting players signed up? I have a flyer in the store (retailer kit has not arrived yet) that I created but not sure what the "official" policy is. How do you generally handle too many players showing up for a session? Thanks! 1) Use warhorn.net for signups. 2) On your flyer, point them to your warhorn site and tell them others are seated on a space available basis and any other policies. 3) On the day of, if you have extra players, seat them if you can, recruiting DMs, turn them away if you can't. Encourage them to sign up next time. From a service standpoint, you want to communicate in a manner that avoids people showing up with the expectation that they can play, maybe after driving hours, and then not get a game. People have talked themselves into paradoxes by assuming that they must accomodate everyone who shows up. This is silly. If 300 people show up at a 600 square foot store, of course they aren't going to all play. Anything else is just a matter of magnitude, including the 7-player problem. Some ways that you can help avoid problems: 1) Recruit players who are highly invested in your program to be willing to be flexible. Someone who will DM if needed or who will step in if needed or step out if needed. There is usually someone with a martyr complex. 2) Communicate, communicate, communicate. 3) Develop a policy associated with advance signups who repeatedly don't show or have a history for the same. This is particuarly a problem for events that don't have pre-payment prior to sign-ups. Some folks will "park" on a seat and then get a better offer to do something else. David
#5 blackplauge Sep 18, 2008 12:25:00	What about scheduling a "follow-up" session for an event to handle the overflow? For example, say I organize a retail event but only have one DM for it (myself) and as a result have only 6 slots available. However, come the day of the event 9 people show up. Clearly 3 players aren't going to be able to play that day. Could I, however, ask for volunteers to split off into a second group (making sure to meet the 4 player minimum with both groups) and come back on another night later in the week (mutually agreed upon by the volnuteers) and replay the adventure with them? Would that second night have to be sanctioned as a seperate event or would it just be a separate session of the same event?
#6 WolfStar76 Sep 18, 2008 12:29:57	What about scheduling a "follow-up" session for an event to handle the overflow? For example, say I organize a retail event but only have one DM for it (myself) and as a result have only 6 slots available. However, come the day of the event 9 people show up. Clearly 3 players aren't going to be able to play that day. Could I, however, ask for volunteers to split off into a second group (making sure to meet the 4 player minimum with both groups) and come back on another night later in the week (mutually agreed upon by the volnuteers) and replay the adventure with them? Would that second night have to be sanctioned as a seperate event or would it just be a separate session of the same event? When reporting, there's a button for "add session". So, if you successfully split into two sessions, you can add that on the fly.