So, uh, how does one organise a gameday?

[Nyaricus]

So, for those with more experience with this sort of thing, how does one organise a gameday?

I'm hoping to get one here in Winnipeg going sometime in the next few months, but I have exactly 0 Skill Points in Know: Gamedays. My int, while above average, isn't helping me beat the DC either...

thanks very much, cheers,
--N

(btw, if you are from Winnipeg and/or Manitoba, drop a line in here if interested in a Winnipeg Gameday; I'll be starting up a proper thread for this once I get the format of getting a gameday organised, but I'd be great if I could get a 'show of hands', so-to-speak)

 

[Piratecat]

You say "hey! I'm holding a game day!"

DO'S:
- do schedule it some 2 months in advance
- regularly bump it as it falls
- put a link to it in your sig, and encourage other local folks to do the same
- look at other threads for inspiration on thread organization. In general, the first post (yours) should be regularly updated with game scheduling information. Make it easy for folks to sign up.
- choose where it. I'm lucky because my house can fit 4 games, but limit the size of the gameday based on the space you have available. You can always ask friends or local gaming stores with space to hold it there, too.
- Ask people to bring snacks, drinks and breakfast food.
- Think about local restaurants for lunch -- warn that pizza place of a big order!
- Clean your house. Clutter is bad.
- Ask people to bring folding chairs or tables as necessary.
- Buy some paper plates and plastic cups, and have a cooler with ice
- Expect it to be fun! I haven't been to a bad one of these yet.
- Leave time for laughing and talking. 1.5 hours for lunch is usually better than an hour, I think.

DON'T:
- ask people when they think you should hold it
- think it's a big production; I've really found them to be pretty easy and not worth stressing about
- worry about size. We've had Boston game days that were 5 people, and others that were 35. Both were fun.
- worry if games aren't filling up. Not all do, so those DMs join other games.

That's a start! I love game days; they're a great way to meet other folks around you, and to try new games.

 

[Nyaricus]

Thanks P-Kitty, that was a great crash-course on gamedays

So, is ther anything else you lovely ENnies could advise me on?

 

[Piratecat]

Why, yes! "What makes a convention game great?" Lots of useful guidelines for running one-shots, which can be handy for a game day.

 

[Nyaricus]

great, thanks again so much

cheers,
--N

 

[Mark CMG]

Lots of good advice, there. Nail down a place and a date first thing, if you can. Once you have that, the rest will come together as you gain momentum and go down that check list above. Search there board for gameday subject lines. Reading through a few ought to be a bit of an education in itself. Have fun!

 

[Rodrigo Istalindir]

Yeah, based on past experience, "where" is usually the biggest hurdle to overcome. Check with the local college/university if you have one, game shops, community rec centers. (Assuming you're aiming for that many people, of course.)

 

[Yttrai]

Other pieces of advice: (we've held two already) (these are for the day of type issues, not getting started. Piratecat covered most of that stuff.)

-KEEP to the SCHEDULE. DO NOT let the first game start late.
-Order lunch (if ordering) a full hour before the lunch "hour" starts.
-Circulate menus at the BEGINNING of the first game slot. Photocopy them in advance if neccessary. Inform everybody you will pick up MONEY and a notecard with their pre-WRITTEN order at a specific time. Do not be the orderer/notecard collector if you are DMing your own slot.
-Warn your guests about your (hypothetical) pets or offspring.
-Make a clear policy about accompanying offspring - are babies and toddlers allowed? (Yes in our house) Are teenaged offspring allowed to play? (Also yes) Pre-teen? (Also yes, case by case basis) Younger? (hasn't come up yet)
-Test drive the directions yourself. Pay attention to stuff you take for granted that might be confusing to non-locals.
-Find out the intricacies of parking near you. Be SURE which streets are legal for non-residents for an all-day event.
-Research local hotels and provide opinions and directions from them as well. Hotels near porn stores tend to be less popular. Oddly enough.
-Include the possibility for a game not happening, and people needing something to do: ask people to bring card games or board games or minis and mats, etc.
-Post many copies of the schedule around the house.
-Label things in the kitchen, including recycling, trash, water, ice, soda, etc.
-Take assessment of your rooms' amenities (darkness/lightness, tabletop space, stereo, ability to shut door) and match them to the DMs' needs for their games.
-PUT YOUR NAME IN ALL YOUR GAME BOOKS BEFORE HAND

EDIT: Holy crap, forgot a very important one: back up the schedule post daily. Save it to a text file every day, and print it out every now and then.

 

[Nyaricus]

thanks everyone

I'll likely be hosting at a gamestore, since I'd prefer a more 'neutral' setting, if you will

Great suggestions all around, however

 

[Zenodotus of Ephesus]

From another thread -

Here are the basics of how I run the Albany gameday:

1. Finding a date that works for you and your location. Keep in mind you will have to compete with things like Larkfest and Tulipfest. I'm willing to help you set up a date. George is very laid back and usually likes to be around when we are there so it shouldn't be too hard.

2. People. Getting people to show up usually isn't a problem. Where we tend to run into a problem is we're always short DMs. For every 5-6 people you need one DM. We can usually fill 3 slots in the morning and 3-4 in the afternoon. Of course, every time we do it things change more people show up, people don't show up, or we get a DM who is willing to take 7 or more players (bless them).

3. Advertising. ENwrold has treated us well. Unlike Boston, the Albany, NY population on ENworld is a bit lacking. I tend to start a tread on Zombie Planet's boards, sometimes on rpg.net, print a flyer for Zombie Planet's cork board and put flyers in comic shops and any place that people who might be interested would see.

4. Getting people to show up. Life always gets in the way. A good percent of people who say they might make it don't, a small part of players the sign up might not show up, and some have flaked in the past leaving players in the lurch. When I'm not running two games, I try to keep a small game I could run on hand in case a DM drops out.

5. The Games. I always have to beg, borrow, steal, plead, and blackmail to get DMs. Sometimes enough people that want to run fall into my lap but I usually have to give some people a nudge that say "I'd like to run X someday". A gameday is a great place to run something you would never get to run otherwise.

6. Communication. I tend to keep two lists of games and players. This is basically for the people that aren't on ENworld. Since some people aren't into message boards and don't seem to 'get' them.

7. Food. I always lose money on the food. It's gotten to the point where we go through two 24 cut pizzas easy. Last time I ordered 3 24s and that seemed to be too much. At different times I've been a few dollars short of getting all the money I put into the food back and at others I've been a good $20+ into the red.

The way I do things isn't the only way to organize a gameday so your mileage may very. It has gotten easier with each event I do but every six months can at times feel like not enough down time. The spring has always brought in less people so I though it would be a good time for a 'vacation'.