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ok i have read on several other threads some stuff that as a coordinator for an event, raises a few questions when setting up multiple tables over several sessions. hope this is the correct area to ask these...
1) when planning the sessions i have noticed that some cons have a list different scenarios at each session. is this one scenario per table or a list of available scenarios in that slot?
2) Should I let players preregister for scenarios in each slot? or should i just have them sign up for a slot and then place them tables with scenarios they have not played in to make legal tables?
3) If it is one scenario per table in the slot. do you make empty tables convert scenarios if more than 6 players sign up for a scenario at another table? I know this seems self explanatory but this would prevent walk in players from sitting at that other scenario's table that was advertised and available prior to the change.
thank you in advance for input. I have a convention I am organizing PFS for in August. and want it to be a great first time PFS event at the convention. I will probably add more question's to this thread over the next couple of months as they arise. I am relying heavily on the experience of this community for my first convention. so again thank you in advance. (BTW i will post the Convention dates soon. but I understand it conflicts with the almighty GenCon. you are still welcome to come to ours though. it is a lot cheaper :) )
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1) when planning the sessions i have noticed that some cons have a list different scenarios at each session. is this one scenario per table or a list of available scenarios in that slot?
It is usually best guess available scenarios. You are guessing number of GMs, number of players, character levels, what scenarios players have already played and player preference. All of which can mess up the best laid plans.
2) Should I let players preregister for scenarios in each slot? or should i just have them sign up for a slot and then place them tables with scenarios they have not played in to make legal tables?
Is this your con or part of another con? If part of another con then con rules or accepted practice may be at play here. Players like to complain about pre-sign-ups if they don't get a game - there may be con rules because of this.
For a convention or slots totally under your control then ideally you get players to pre-sign up for all slots and you know exactly what you need and when. There are sites that help you do this like Warhorn. But if part of another con then by doing this you are you are making it hard for new players.
3) If it is one scenario per table in the slot. do you make empty tables convert scenarios if more than 6 players sign up for a scenario at another table? I know this seems self explanatory but this would prevent walk in players from sitting at that other scenario's table that was advertised and available prior to the change.
Ideally you have spare GMs ready to run duplicate scenarios or GMs ready to run more than one scenario.
So probably plan a core of N scenarios per slot and have a couple of floating GMs who are ready to run one or more scenarios at zero notice.
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I'm planning for my first Con next month, Who's Yer Con. As you can see I'm listing all the mods on offer over the 3 days in one place.
1) when planning the sessions i have noticed that some cons have a list different scenarios at each session. is this one scenario per table or a list of available scenarios in that slot?
For example in my #1 slot I've actually got 6 tables which players can sign up for. For purposes of the Paizo event listing it's all in one big post, but at the Who's Yer Con sign up page each of the 6 tables has it's own event and they are all in that same time slot. This allows players to sign up for a specific mod that they want/need to play.
2) Should I let players preregister for scenarios in each slot? or should i just have them sign up for a slot and then place them tables with scenarios they have not played in to make legal tables?
You absolutely want to have them sign up for specific mods. They need to self select as much as possible, you will want to keep this kind of decision making off your plate as much as possible. My opinion is that if the Con offers event creation and signup of their own, use it. Making players have to sign up and register for the con and then sign up to another site (Warhorn for example) is just another extra step for them. Some cons will says 'use either, we don't care'. My feeling is you should utilize the existing facility as much as possible. If they say 'you are on your own, do whatever works for you' by all means I'd suggest Warhorn.
3) If it is one scenario per table in the slot. do you make empty tables convert scenarios if more than 6 players sign up for a scenario at another table? I know this seems self explanatory but this would prevent walk in players from sitting at that other scenario's table that was advertised and available prior to the change.
If you have 3 tables in a time slot for example, and 4 players have signed up for table 1, 6 players have signed up for table 2, and 1 player has signed up for table 3 because he can't play what's on offer at table 1 or 2 you'll have to try and sort all that out. 2 players from table 2 might be willing/able to go to table 3, toss in a pregen and everyone games on. Or they may not, table 3 may fizzle and now you've got a free GM to try and reuse as needed.
Hope that's helping you make sense of things. I'm new at all this too so talking about my own experiences and hearing those of others is very helpful.
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excellent help from both of you. IT is not my Con. So i will find out how they run event registration... i am hoping they have thier own signup/selection process as stated above this will make my headache a bit smaller. more input will be much appreciated.
a few additional details. Fandamonium is new to pfs and a decent sized con in a small venue. so i am competing for space. i have been smart and i am the first one in line to reserve said space. I am planning on 4 tables per slot. I can run more if the tables are open. but i am reserving 4. I am planning on having 5-6 gm's available per slot plus myself in a pinch.
i got till august so keep the suggestions rolling. :)
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I am planning on 4 tables per slot. I can run more if the tables are open. but i am reserving 4. I am planning on having 5-6 gm's available per slot plus myself in a pinch.Sounds great! How many slots are you looking at over the 3 days? 3 slots x 3 days x 4 tables?
Friday 1 slot
Saturday 2 slotSunday 1 slot
total 4 slots, 16 tables.
Friday is intro day. I plan to run all tier 1-5
Saturday and Sunday i will sprinkle in some 1-7 and 5-9 tables for experienced players.
I am thinking about doing Before the Dawn (#02-1 and #02-2) back to back on Saturday, or City of Strangers (#51 and #52). I like the idea of selling Saturdays two sessions together.
my Con stays open till mid night every night. so Saturday i can squeeze in two with a break between starting in afternoon. only doing an evening session on Friday, and an afternoon on Sunday.
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Some things:
Grab your GMs early.
Offer them incentives to run.
Incentives can range from slot 0s of the modules offered in the weeks leading up to the con, to actual freebies, if you can rustle them up.
Do NOT depend on any module planned on being released close to the time of the con, especially if it is at the same time as GenCon. Schedule slippage can cause disasters.
If the Con has an email list, make sure they send out a notice, or include in their newsletter, that PFS will be offered in teh gaming area this year.
If you can, make sure they include some mention of gaming in general, and PFS in particular, on their fliers/hand-outs.
If you have contacts in the local gaming community, let them klnow abou PFS at the con. That includes posting the information at your LFGS and local colleges.
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Some things:
Grab your GMs early.
Offer them incentives to run.
Incentives can range from slot 0s of the modules offered in the weeks leading up to the con, to actual freebies, if you can rustle them up.
Do NOT depend on any module planned on being released close to the time of the con, especially if it is at the same time as GenCon. Schedule slippage can cause disasters.
If the Con has an email list, make sure they send out a notice, or include in their newsletter, that PFS will be offered in teh gaming area this year.
If you can, make sure they include some mention of gaming in general, and PFS in particular, on their fliers/hand-outs.
If you have contacts in the local gaming community, let them klnow abou PFS at the con. That includes posting the information at your LFGS and local colleges.
excellent advice. I will defenately use it. I was already planning on freebies for my judges. including free passes and a few other perks like Lunch and dinner, etc.
I also was not going to run the August releases. probably the newest release i will use is June '11 and then i still have tons of options since this will be new to most of the convention attendees.Keep the advice coming please. :)