[Deptheads] Events and GMs

Wed Jan 23 13:53:25 PST 2019

We can discuss things until Thursday evening, at which point an email has to go out.

Just to remind everyone:  Once general submission is turned off, only adding events is safe. Once pre-reg is turned on, approved events should not be changed, especially if there are pre-regs listed, even in the pre-reg queue. GMs have the right to assume their approved schedule is final, once pre-reg is on. Departments have retained the edit ability for emergencies only (and text typos). After pre-reg is turned on, the GM must be notified of any changes to their event (except typos).

The intent of this planned broadcast email is a curtesy to our GMs, to help ensure everyone knows what their schedule is or is likely to be before pre-reg starts. Denied events are not included in this email. This is ONE email per account, no matter how many GMs or events have been submitted for that account. 

Here’s the overall situation.
1. Pending events are not set in stone, but by the week before pre-reg is turned on, there should be very few in the queue.
2. Pending events are only visible to GMs when pre-reg is turned on, and then does not have all details.
3. After initial approval, approved events should not change in any way without informing the GM at some point before pre-reg is on (exception being obvious typos); approval goes both ways. GMs should be notified of changes at least 24 hrs before pre-reg is turned on to allow time for any issues to be resolved.
4. Once pre-reg is turned on, some departments are essentially locked into the approved times. Any event with a pre-reg even in the queue is a problem to move.
5. Some GMs run events in multiple departments and may not have realized that they have conflicts.
6. We have GMs not checking their approved schedule until it is too late to fix.
7. There have been times when a bug has set the time wrong and no one notices.

The end result is GMs should to be notified at least 24 hrs before pre-reg is turned on in order to effectively cover both GM and department scheduling needs.

If there is a good reason why a department doesn’t want this email sent out, I need to know and why. However, those GMs running events outside that department will have to be included and will be sent all their events.

I’m open to suggestions on better alternatives, but if it involves changes to any web page it will have to be for Gamex.

Tanya

> On Jan 23, 2019, at 6:15 AM, Strategicon Department Heads <deptheads at strategicon.net> wrote:
> 
> Message From: Tara Leederman  taleederman at gmail.com <mailto:taleederman at gmail.com>
> I think the best way to handle it is to remind people of the information on the site, if there really is a big problem that demands addressing. GMs may need to be reminded that we are usually moving stuff around on the schedule up until things go live, and they shouldn’t expect the first slot they get to be some kind of contract; if they gave us alternative times, those are there to give us some flexibility, and GMs are responsible for checking the schedule before con. Their most important responsibility, which they perform in exchange for a badge, is to run their game, and they are responsible for checking close to con for when it’s scheduled. If they have an issue, they should be directed to the supervisor of the department to which they submitted. 
> 
> Both Pending and Accepted events can still change. An event being pending has nothing to do with alternative times being scheduled, and up until pre-reg goes live, GMs should not expect to know which of their preferred times was selected, as we need to make changes as games are submitted, based on space constraints and time requirements, etc. 
> 
> A way to handle the issue would be to delay any acceptance emails until after reg goes live, so we can move stuff around even after it’s in the system, and so the GMs don’t get too attached to the first time slot we give them. Alternatively, they could receive an email notifying them that their event has been accepted, but not the time or room of the event until pre-reg goes live (which gives us time to organize with each other and iron out the master schedule a bit). That latter email could also remind them that times are subject to change at the discretion of the Supervisor and con staff, and GMs are responsible for checking the schedule closer to con.
>  
> Tara
>  
> From: Strategicon Department Heads <mailto:deptheads at strategicon.net>
> Sent: Tuesday, January 22, 2019 8:32 PM
> To: deptheads at strategicon.net <mailto:deptheads at strategicon.net>
> Subject: Re: [Deptheads] Events and GMs
>  
> This is not that specific. In the past, we have had GMs that don’t realize that they got one of their alternate times scheduled and then have time conflicts, or there is a glitch in the system that sets the wrong time. And occasionally descriptions get changed in a way they don’t like. All this is usually heard about at the con.
>  
> We are trying to give everybody a heads up ahead of time. So, if anything looks wrong the GM can contact the department in advance. The problem is Pending events can still change, so, the fewer Pending events that go out, the better. I will add the department email to the end of each event to help ensure that questions go to the correct people.
>  
> At the moment, this is the best solution I could come up with. Suggestions on how to better handle this problem can be discussed after the con.
>  
> If there is anything you would like me to add to this email, please let me know.
>  
> Tanya
>  
> On Jan 22, 2019, at 11:59 AM, Strategicon Department Heads <deptheads at strategicon.net <mailto:deptheads at strategicon.net>> wrote:
>  
> Message From: Jim Sandoval  plustentoawesome at gmail.com <mailto:plustentoawesome at gmail.com>
> Please forward me the names of the GM's affected and I will contact them to resolve the issue. That way we aren't playing telephone via a middle man.
>  
> Thank you,
> Jim
>  
> On Tue, Jan 22, 2019, 11:00 AM Strategicon Department Heads <deptheads at strategicon.net <mailto:deptheads at strategicon.net> wrote:
> Message From: Tanya Aldrich  taldrich at strategicon.net <mailto:taldrich at strategicon.net>
> Hi All,
> 
> We’ve had some concerns from some GMs about changes in their events without them being informed. To this end, I’m going to try to setup for tomorrow, Wednesday, a broadcast email to all GMs with events scheduled or in the queue for Orccon 2019. The idea being that any issues can be resolved before pre-reg starts. I would like to have as few Pending events as possible.
> 
> Tanya
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