map-pin Continental Championship Best Practices

09 Sep 2012 13:42 #36318 by Damnans

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EC organisers seminar: "eliciting best practices"

Who:
Oscar Garza, L. Scott Johnson, Robin Tatu, David Tatu, Ginés Quiñonero, Johannes Walch, Andreas Nusser, (David Quiñonero), Bea Düring (moderating)

When:
6th of August 2007

Where:
"The Flying Scotsman", Gothenburg, Sweden

Agenda:
  • 4 areas identified before hand regarding VTES continental championships: publicity, cost/financing, venue, organising
  • Invitations to former EC, NAC and larger VTES event organizers
  • Method: 1 area at a time, collecting input via post-its, structuring post-its and identifying overlapping areas (removing duplicates, clarifying content), collecting specific EC-input based on the practices/areas identified


PUBLICITY

Community:
  • Post to popular VTES forums and newsgroups
  • Link from www.vekn.net webpage
  • Present new EC place and month at current EC (maybe not possible to present a location – I suggest the organizers present their concept)
  • Coverage on www.vekn.net after event (also a coverage several months ahead on www.vekn.net )
  • Submit events to calendar
  • Create standard webpage on www.vekn.net
  • Publish date on website 9 months ahead
  • Have live cam as weekend documentation
  • Schedule and tournament kits
  • Keep website updated
  • Get schedule for LCQ, side events and local events
  • Link to travel airport
  • Give detailed final round report
  • Email other princes
  • Email players in the area (player registry)
  • Phone calling every one you know about the event and hammer down a commitment

Outreach:
  • Print business cards for advertising events (include in card shipments etc)
  • Flyers and posters in rpg shops
  • Ads on fan forums
  • Push information through the retail chain
  • Advertise in magazines


COSTS/FINANCING


Sponsorship:
  • Subsidies from local administration (municipal funding)
  • Subsidies from governement/city
  • EU
  • White wolf money
  • RPG shops
  • Local retail support/sponsoring distributors
  • Remove dependency of single individual of financing events

Per Player Cost:
  • Shop around for venue with low costs
  • Preregister - get the cash
  • Event registration fees (on-site registration higher)
  • Reduce entrance fee if possible
  • Off season flight and hotels


Second Market/Costs
  • Sale of boosters for Duffin draft in between rounds
  • On- site sales of boxes in cooperation with a retailer
  • T-shirts
  • Sell custom edges
  • Sell of exclusive EC promo stuff and souvenirs
  • Special sales (anniversary kits)
  • Auction of table cloth or similar
  • Sell refreshments/drinks and snacks



VENUE
  • Keep your time accountable (minimum of (central) 4 organizers)
  • Assume that everyone is helpless and stupid (provide rules, near food and transport instructions)
  • Contracts with group (keys, access day and night) if venue is not all inclusive
  • All inclusive location (room, hotel, food, refreshments)
  • Schedule off season
  • Find cheap hotels and airfares (infrastructure for travels to and from event, airport etc)
  • Opening hours
  • Separate rooms for side events (mutiple rooms main events, side events, free play)
  • Enough room for 200 players
  • Comfortable chairs
  • Enough area suited for mass registration
  • Use table cloths for events (secure table cloth with tape)
  • Clock indicating remaining time in each round
  • Accoustic preparation if possible (noise, announcements)
  • Public access system
  • Pentagonal/round tables
  • Toilets close to reduce game delay
  • Keep bathrooms clean and accessible
  • Tidy/clean location
  • Easy access
  • Microphone/loudspeaker announcements (sound system)
  • On time registration, breaks and events
  • Ventilation/manage temperature in location
  • Accommodations have to be close/hotels right next to venue
  • Restaurants close to venue
  • Offer snacks and meals on-site (or within 5 minutes)
  • Inform attendees about local attraction and nightlife (local guides/appointed meeting places)
  • Right neighborhood
  • Bleachers for watching finals
  • Video wall or screen to broadcast final/adequate finals viewing
  • Non-smoking venue
  • Microphone on finalists
  • Check rules for filming hands and play during finals
  • Negotiate insurance (contact venue owners and find out)


ORGANISING (ROLES AND RESPONSIBILITIES)
  • Preregistration on www.vekn.net (standard)
  • On-site registration on multiple computers (number of players/30)
  • Solve on-site registration logistics (laptops, network, cash box)
  • Solve registration process ( staff plans, routines, roles)
  • Don’t let people enter before they register
  • Name tags or badges
  • Have armbands to indicate registration type
  • People in charge of games with added time
  • Public relations personel
  • Have a post mortem after ec (organisers seminar)
  • Telephone number organisers
  • Organisers properly identified
  • Judges, judges, judges - judges in uniform
  • Have all the events start in time
  • Seating co-ordinator
  • Technical director (computers, network, infrastructure, connectivity, eletrical outlets)
  • Social co-ordinator
  • Documentation/archiving person (traceability)
  • Results entry persons (tables/archon)
  • Assistants (non vtes players)
  • Have enough staff
  • Announcements immediately before start of rounds
  • Create spouse info/events
  • Strict timeline
  • Have overlapping registration
  • Deadlines or planning schedules (announcements regarding "day of x/y/z" - all tasks)
  • Seat players as soon as possible/then fuss with the archon
  • Print out seating (on multiple spots)
  • Collecting results after rounds (3-4 people)
  • Two head organisers (side events/main tournament)
  • Princes organise side events
  • Information updates to players
  • FAQ (handout at registration)
  • Policies regarding behaviours (late additions)
  • Available translators
  • Evaluate event/tournament
  • Media coverage stuff
  • Lock away possibility/storage
  • Lunch breaks
  • Notify local restaurants of events/stay open late (try to get a price deal ”special menu” with nearby restaurants)
  • Hotel/restaurant and travel information (try to get a price deal with local hotels)

:vtes: V:EKN Website Coordinator

:baal: :AUS: :DAI: :FOR: :OBF: :PRE: :MAL: :STR: :flight: :cap11:
The following user(s) said Thank You: Adonai, david.tatu, BenPeal

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