Tabletop Gaming Timeline

***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

Immediately after accepting the position

• Get access to your convention email.
• Read through the emails to get an idea of what sort of messages you should expect for the next year.
  • Contact helpdesk@digitalgrail.org if you are not able to get access/permission for your email and Google Drive or any other tech concerns
• Validate information on the convention’s website and notify webmaster@<convention email> of any changes or additions you would like.

7 months before the convention

• Work with Social Media (socialmedia@<Convention email>) about advertising for Game Masters.
• Work with Vendors about contacting gaming vendors.
• Introduce yourself to all local game shops.
• Look into regional gaming groups that might be interested in setting up during the convention (Magic the Gathering, Yugioh, Fantasy Flights, D&D Adventure League, etc.)
• Contact companies for tournament prizes. Work with charity@<Convention email>, treasurer@<Convention email> and convention heads.

5 months before the convention

• Request the convention dates off from work. It’s suggested you also take the Monday following the convention off as well.
• Email graphics@<Convention email> with any graphics or posters you need at the convention.

4 months before the convention

• Send your event order/room layout to hotel@<Convention email> by the end of this month.

3 months before the convention

• Fill out budget request forms for all items needing to be rented or bought. Submit it to treasurer@<Convention email>.

2 months before the convention

• Create a schedule of games and tournaments.
• Write a paragraph about Game Central, location, tournaments, and hours. Send it to programguide@<Convention email> and scheduling@<Convention email> by the 15th of this month.
• Send your hotel needs and room layout to hotel@<Convention email> by the 15th of this month.

1 month before the convention

• Create a list of games that will be at the convention including any that were added throughout the year.
• Get a list of Paradox Dungeon Master day passes from Rich
• Get a list of Paradox Dungeon Master day passes to registration@<Convention email>.
• Send anything you need announced during opening and closing ceremonies including slides to the Ceremonies head by the end of this month.

Month of the convention

• Validate Tabletop Gaming SOP, and ensure any updates are complete before the end of the first week. This will include information about how Ops/Reg/Convention Heads should handle different things that may arise related to your position.
• Work with volunteers@<Convention email> to fill any open Gaming shifts.
• Ensure that the tournament submission form comes off the website the Monday before the convention.

Responsibilities at the convention

• Day before the convention – Help with set up of the room.
• Sunday – Help with tear down of the room.