From: engjs@wombat.newcastle.edu.au (James Smith)
Subject: Re: what to do (Re: Timetable blues)
Organization: University of Newcastle, AUSTRALIA
Date: Wed, 14 Oct 1992 01:34:31 GMT

The following are some suggestions for handling con organisation.  Feel
free to pick them to pieces.


1. Before printing the entry form, find out from the designer how many
teams he is prepared to run and what strictures are to apply.  E.g.
"I can run 10 teams, no more than 3 each session, and no more than 2
each session on Friday."  By tying it down well beforehand the designer
knows how many GMs he has to provide and the organiser knows how many entries
he can accept.  Make sure the maximum number of teams is printed on the
entry form.  The designer has now committed himself to providing GMs, and it
is his problem to ensure they are there on the day.

2.  Have a cut off date printed on the entry form: "All entries must
be in our hands by August 10th.  People who enter after this date may not
get to play all sessions they have paid for."  Timetabling starts on
August 11th, and all entries received to that date are timetabled.  This
timetable is then fixed.  Prepare timetables for each person entered, for
each GM, and a master timetable.  Specify room numbers or meeting points
on the timetables.

3. A much simpler timetabling method is used for entries received after
the cut off date.  Prepare a master list of blank spots for each session.
You can do this because you know the maximums that each designer has
contracted for.

E.g. session 3	Dungeon of Death	GM2/room s3
					GM3/room s4
		Death in Newcastle	GM5/room s12
     session 4	Dungeon of Death	GM2/room s4
		The Final Freeform	6 spots available/Concert Hall 2

Each late entry is timetabled in turn in the order received.  Entrants are
matched against blank spots in the best match possible, and then those
blank spots are removed from the list.  No one who has already been
timetabled is moved.  This concept is extended to a registration desk
on the morning of the con.  Timetabling in this manner continues to the
end of the first session (people who turn up on the morning cannot therefore
play this session) or even throughout the con.  Part teams are handled by
placing lists of players on the blank spots list next to the spot they are
supposed to play in, and collecting them into teams.

4.  On the morning of the con you have a registration desk, with one
person doing late registrations, and one or more people handing out
timetables, and perhaps one person handling general enquiries.  This soon
reduces to just the one person handling registrations and enquiries.


Advantages:

1.  Designers know how many GMs they have to provide beforehand, and can
plan accordingly.

2.  Because timetables have rooms or meeting spots, players and GMs can
find each other.

3.  Players who enter early get a clear advantage over those who enter
late.  People are encouraged to enter early, making timetabling easier.
Individuals are not as badly disadvantaged.

4.  You get the "last day at the canteen effect."  Games fill up, and
people play other things that are still open instead.  If a GM asks to
run 5 sessions, he is more likely to end up doing so.


Disadvantages:

?

Jim
-- 
James J Smith             | "I couldn't get over it. All these women
School of Engineering     | in the world...and under their clothes
Newcastle University      | each and every one of them was naked, you
engjs@cc.newcastle.edu.au | know..." -- Psycho-killer, "Sandman"
Newsgroups: aus.games.roleplay