GAMA's 2008 Last Minute Instruction Email to GM's
From RabbitWiki
This is the text of an email sent to all GM's and Event Coordinators running events at Origins 2008. The formatting has been changed to make it wiki-readable.
On 6/23/08, Trey Reilly <programs@gama.org> wrote:
Hi all -
Especially for all of you first-timers (though a good read for those of you who have GMed with us before, as there’s some new information in here), here’s some information you need to know before running your events at Origins 2008.
You’ll get this again in your packet when you arrive onsite and get your badge, but in case any of you want to get a head start on your reading, here you go:
Contents |
[edit] Origins 2008
[edit] Information for Event Organizers and Game Masters
- Please read the important information below, which describes the policies and procedures that apply to all Event Organizers and Game Masters (GMs). Make sure you understand all of this information before you run your first event. If you have any questions, please contact the Event Staff at the appropriate HQ desks for your event area, or find us at the Event Desk at Main Registration.
- In the packet handed to you or your group leader, there should be a number of ¼ page slips entitled “Origins Event Attendance Records.” These are vital for you to fill out and turn into the Event HQ of your area. You’ll find more about event reporting below.
- Once again, thank you for all you bring to the show. Without you, there would be no Origins. Please let us know how we can be of service to you and how we can make your experience here a great one.
[edit] Things You Need to Know
- Make sure you know where the Event Desk is at Main Registration. More than likely, that’s where you got this document from, along with your badge and other items. However, many of you get this from your own group leaders, so make sure you find out where the Event Desk is, because when all else fails, that’s where you will go for help with any questions or problems you have.
- You also need to find the HQ Desks for the various areas where you are running games. That is your first stop for any questions or problems. Get to know who the Event Director over your area is, as well as the other key staff. It’s a good idea to go by the Event HQ as soon as you can and discover any new information.
- Although you don’t actually work for GAMA or Origins, you are still the most important part of any attendee’s experience. They are here to play games, which means you have the most direct contact with them. Please be courteous and fair to all participants, and help us create a fun and welcoming community of gamers.
- Origins is huge and complex. Things change at a moment’s notice all the time. Though we do our best to honor traditions and long-standing expectations, “it’s always been this way” is not a rule. Please cooperate with all instructions given to you by our volunteer staff, and never engage in arguments in front of attendees. If you have any problems at all, bring it directly to the Event HQs or the Event Desk at Main Registration.
- We need to track the attendance of every event, and we can’t do it without you. You will find a number of blank slips, called “Origins Event Attendance Records,” with this document (or your group leader should hand you some). They are pretty simple to understand and fill in. Please do so, and make sure they get back to the Event HQ or the main Event Desk. Without this information, we can’t know how well things went, or if we need to schedule more or fewer events like yours, or make other good choices about the show. As well, if we don’t get this information, we can’t know if you even ran your event. This could negatively impact your ability to get a badge and event space next year.
- Please show up on time for your events. Others have gone out of their way to schedule their limited time at the show to play in your game, and it’s important you show them the same commitment.
- Those who have Event Tickets have priority for seating, and you need to honor ticket-holders up to 10 minutes after the event starts. If someone shows up with a ticket after that, and you’ve already sat generic token players in that time, you will need to politely explain this and write “Late/Event Full” on their ticket. They can then turn that ticket in at Main Registration and get an equivalent number of generic tokens (or possibly another event ticket).
- If you have empty seats after seating the ticket holders, and have people waiting to play, those who have a Ribbon that applies (but no ticket) have priority. After that, generic tokens ($2) can be used to take any remaining empty seats. In each case, “first come, first serve.” In the rare case where you’ve sat someone with tokens or ribbons and a ticketed player arrives within the 10-minute grace period, you will need to politely ask the last non-ticketed person sat to let the ticket holder play. If there are any problems, please contact Event staff immediately and let them handle it.
- Run Your Games. If you have to make last-minute cancellations, you must contact Event Staff immediately and work with them to get it handled. If you simply fail to show up, this can result in penalties at the discretion of the Event Director or the GAMA Event Coordinator, to include loss of volunteer benefits and your badge. We understand that things happen, but you must communicate with us.
[edit] Safety & Security:
Our Staff and Security Team can’t be everywhere, so we rely upon you to be our eyes and ears. If something is amiss, if someone is behaving in a disruptive or erratic manner, if someone’s property is stolen, if a fight breaks out or if someone has a medical emergency, please do not try to handle it yourself. Inform the nearest Origins Staff member or Security Personnel. There is one key exception - if you believe that a life-threatening emergency is taking place and you have access to a cellular phone, please call 911 immediately and then notify our staff. Your quick response under those circumstances could save a life, and that’s much more important than a game.
[edit] Badges:
Everyone participating in the Show must have an Origins Badge. Anyone entering any of the Main Halls or function rooms should have a Badge. Everyone playing in a game must have a Badge that allows them to purchase Events (note that Parent Badges and Fair Passes do not allow someone to play in ticketed events). Please do not seat anyone who does not have the appropriate Badge visible. If you cannot see a Badge, please ask to see it. GMs discovered intentionally allowing non-Badge holders to play their games may be subject to having their own Badges revoked and being asked to leave the convention.
[edit] Event Data Reporting:
As stated elsewhere, we must have your help in tracking event data for every event on the schedule. Failure to comply with this can result in our not accepting your events for the following year. We don’t want to be mean, of course, but this information is just too important and we really have to employ your aid in recording it.
Fortunately, it’s not hard at all. Filling out the Origins Event Attendance Record should only take you a few seconds; you should endeavor to do it right before you begin the actual event. There are only six bits of information:
- Event Number: Please make sure this is correct; it’s the only way we know what event to credit.
- GM Name: Please print your name carefully so we have this as a way of ensuring you get proper credit.
- Total Players with Tickets: Everyone who gave you a ticket counts (even if they have a Ribbon that applies as well).
- Total Players with Tokens: Please note that we do not want to know how many tokens you take in; we only need to know how many players played by paying tokens instead of tickets.
- Total Players with Ribbons: On this line, indicate the total number of players you had who had applicable Ribbons (whether or not they also had a ticket for the event).
- Total Players: This is the most important number of all. How many people played your game during the time it was scheduled?
- If you have any questions about how this works, please contact your Event HQ or the staff at the main Event Desk.
[edit] Alternate Methods:
Some established groups and companies running large tournaments and big events have alternate means of tracking their information. So long as we can get the data we need, we are willing to accept spreadsheets and other forms that you might use. You must have your method approved by the Events Desk before using it.
Thanks, everyone! Have a great show!
-Trey
Trey Reilly
Programs Director, GAMA
programs@gama.org
614-255-4500 x103
