E-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.

6 months before the convention

• Gather Egaming assistants and delegate different jobs to each assistant as needed.
• Start researching different at-con tournaments.
• Create a list of TV/games/consoles needs/haves and where they are coming from. This will make sure they are returned to their rightful owners after the convention.

Figure out prizes for tournaments and start coming up with a budget. Submit it to Treasurer (treasurer@<convention email>).

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.
• Finalize at-con tournaments and rules.
• Email graphics@<convention email> with any graphics or posters you need at the convention.

4 months before the convention

• Discuss whether you will be organizing the Rock Band tournament. Submit your information to Panels (panels@<convention email>) by the15th of this month. The tournament time is usually Saturday night.

3 months before the convention

• Work with the convention heads for tournament prizes and give-aways.

2 months before the convention

• Write a paragraph about Egaming, location, and hours. Send it to programguide@<convention email> and scheduling@<convention email> by the 15th of this month.
• Send tournament times to Scheduling (scheduling@<convention email>).
• Send your hotel needs and room layout to hotel@<convention email> by the 15th of this month.

1 month before the convention

• Send your event order/room layout to hotel@<convention email> within the first week of the month.
• Send anything you need announced during opening and closing ceremonies to director@<convention email> by the end of this month.
• Collect games and systems to use for the room.

Month of the convention

• Validate E-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 Egaming shifts.

Responsibilities at the convention

• Day before the convention – Help with set up of the room. You’ll have to be there ASAP when the room opens to oversee TV placement and console set-up.
• Supervise the operations of Egaming throughout the weekend.
• Sunday – Help with tear down of the room.
• Ensure all TVs/consoles/games get to their rightful owners post-con.