Mini-Con: The Academy - Volunteering as a GAME MASTER or JUDGE

While Hosts are the nuts and bolts, GM’s are the lifeblood of any convention. GM’s prep, bring, and run the games for which they’ve volunteered.

For GMs and judges, we recommend that you have enough experience to feel comfortable GM/judging for a group of strangers. You should be confident in your knowledge of the rules of the game and the spirit of the game, and in your ability to keep your players in line while still showing them a good time.

Typically, GM’s will run their games under one or more of the following categories:

Collectable Games
Miniatures
LARPs
Tabletop Games
Roleplaying Games 

Most Scheduled Games will be run in 4, 6 or 8 hour increments. (Though some are 1, 2 or even 3hrs)

We welcome GMs and judges who have great games to bring to our players – no matter their level of experience. If you feel experienced enough to bring a game to the Con, you probably are!.

GM/Judges Requirements
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1.  A Geeks World Tour 2020 member ($5), 
https://www.gofundme.com/a-geeks-world-tour-2020

2.  Obtain a DCI Number. You need to Create Your Wizards Account!
https://accounts.wizards.com/

3.  Be an annual member ($10 tax deductible donation) of Friends of The Library, West Orange, South San Francisco.

4.  Be an Official West Orange Public Library Volunteer. A Free Background and Fingerprint will be conducted.

Guidelinesand expectations of
Gamemasters (GMs) and Judges
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Top 10 Rules for GMs and Judges

1. Fun is priority #1.

It is our reason for being here, and it is the players’ reason for being here. It is your job as the GM to do all you can to ensure your players (and you) have fun! This rule leads to ALL of the other
guidelines listed here.

2. Know your limits and respect the players.

We all want to be as accommodating as possible, but if you let more folks into your game than you can handle, no one will have a good time. Likewise, players who have successfully gotten
into your game have done so based on their expectations of game length and player count. Last minute additions/drop-ins over the scheduled number of players are discouraged. Refer to:  Code of Conduct.

3. Respect your start time.

We ask that you show up at your game location 15 minutes before start time. This is so that you are set up and ready to go at your start time, AND so that players who have questions and want to get on a wait-list can find you!

4. Respect your end time.

All official Mini-Con events have assigned time durations. Your players probably have plans when your game ends, and your space will be needed by the next scheduled game. Make sure
you have a watch or clock, and remember to pace yourself.

5. Respect your and other people’s property, and the space you’re in.

We all know that many of us gamers invest hundreds of dollars in our gear, whether it be that $100 European board game or the meticulously painted pewter dragon, or just a collection of hardback gaming books that could rival a local library. Make sure that you encourage your players to be appropriately cautious. (We all know accidents happen, but if someone deliberately damages gaming materials or other property, report them to Con staff immediately.) Also, please
have your players take a moment at the end of your session to gather their belongings and their trash. If we all do a little, the rooms will stay nicer all day long.

6. Take care of yourself and encourage your players to do the same.

This means staying hydrated, nourishing yourself, getting rest, and so on. It’s easy to get carried away, but don’t forget to take care of your basic needs. If a
player is falling asleep at your game, you may – and should – suggest he or she find somewhere to take a nap.

7. Offer a bathroom break every 2 hours or so.

Self-explanatory, we hope. If you’re doing the things in #5 above, you’ll need it!

8. Keep it clean.

The Mini-Con is a family-friendly event, and we expect you to help us keep it that way. Please keep profanity, vulgarity, and graphic violence out of your game, particularly in public areas and dur-
ing hours when children and those with sensitive ears are likely to be up and around. We expect you to keep yourself clean and presentable to your players so everyone at the table so they too will enjoy themselves. If another player’s hygiene is poor enough to make other players uncomfortable, notify a Con staff member for help.

9. If any, distribute prizes fairly.
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If available, you’ll have several prizes to distribute. Feel free to split them up, so that more people get to win. Many GMs allow the players to vote on the winners (Best Roleplayer, Best Newbie, Best Combat, etc.). This is encouraged – but
do remember that you, the GM or judge, are the ultimate arbiter of prizes if things get sticky.

10. And finally, don’t be afraid to ask for help!

If you run into anything at all that makes you uncomfortable, causes trouble, or in any way makes you less able to provide a fun game for your players, find a Con staff member (or send the volunteer in your room for a staff member) and ask for help.

Preparing, arriving, and organizing your event
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Prepare your event.  For some games, you’ll be preparing long before the convention begins and that is great!   We encourage you to not wait until the last minute to prepare your materials and make sure you are well versed
on all of the rules for the games that you are running!   You’ll have so much more fun running your game if you come prepared and practiced.

When onsite, prepare/gather any materials you’ll need for your event (blank or pre-generated charac-
ter sheets, your scenario/story, games, dice, paper/pens/pencils, etc.). Don’t forget a watch or timer to help you keep track of the end time for your event. Also, be sure to check that your event listing on the website is correct, and if it is not, email the appropriate Coordinator immediately!   If your event is listed
at the wrong time or in the wrong category, people won’t find it and you might not get any players.

When you arrive at The Mini-Con, goto Table 1.Pick up your badge and proceed along the table and you’ll find GM/Judge check-in – in the middle
of the tables. Your badge will have the events that you’re
running listed on the back and what table you will occupy.  An hour before your event, make any last-minute preparations: review your plans/story/scenario, gather your gaming materials,
and be sure to grab snacks, water and/or drinks to help keep your energy up while running your event.

Also, it’s a good idea to double-check your table assignment and check in with the staff for any last-minute changes.

Fifteen minutes before your event.
Be in your assigned table! Ideally, you’ll be setting up during this time. But if another game is running right up to your start time, your presence will remind them to wrap up. Also, it’s disconcerting as a
player to show up in a table and see no GM.

Other things to think about:
Start a list for alternates (folks who want to play but didn’t get in) to sign in so you can take them in the order they arrived.

If this is an RPG where you’re providing characters, have them out for players to choose from – usually a good idea if first arrival gets first pick, and so on. If players are bringing their own characters, this is a good time to familiarize yourself with them, approve them, and so on.

Let the games begin!

Have players sign in with a DCI Card Number, if they haven’t already. You are responsible for making sure that EVERY PLAYER AT THE TABLE HAS A DCI NUMBERED CARD. If you are found to be running a game where players have no DCI Card Number, we may choose to take disciplinary action which can include revoking your GM rights for future conventions.DCI Card Numbers provides game credit to GM/Judge. GM/Judges, after the game, please submit the sign-in sheet to the Lead Staff Member.

Things to keep in mind during the event
First and foremost, all of the guidelines in the Top 10, above. Don’t forget to have fun! If you are having fun, it’s very likely your players will, too.

What if you need help?
If anything comes up that you can’t handle, ask for help! Your area should have at least one volunteer. They can help with a wide variety of issues. If they can’t help, they’ll know who can. Your staff is here for you, and we’re only a radio call away.

Thirty minutes before your scheduled END time
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Be aware of the time, and warn the players that there are only 15 minutes of play left. Yes, we said 15, even
though you are 30 minutes away from ending. You will need time to assign prizes, if any, put the game/accesso-
ries away, and tidy up.

If you possibly can, steer things toward some sort of ending point. You’ll all go away happier if you’ve wrapped things up somehow. If you are nowhere near a good ending point, it is especially important to let players know you won’t be finishing, so they can get used to the idea. (Depending on the complexity of
your game, you may need to start this wrapping up process WELL BEFORE this close to the end. Know your
game and do what is best for you and your players.)

Fifteen minutes before your scheduled END time
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Stop play, even if players are begging for more time. There is almost certainly a game scheduled in this
location right after you finish, and you need to let them start on time. The last 15 minutes are for handing
out prizes, tying up loose ends with narration, putting away the game, and picking up your trash. Note: it is
NOT your job as the GM to clean up after your players. If you leave enough time, and instruct them to do so,
players will take their trash away with them!

If you’re not finished, you have a few options.

1) End anyway. This is the best option if players have somewhere else to be and/or you’re at a point that’s “close enough.”

2) Keep playing. This is only an option if you are POSITIVE that there
is not a game that is scheduled at your location at your end time. If you’re not sure – or even if you think
you are – ask the volunteer assigned to your area to check for you.

3) Move to an open gaming area and
continue.

4) Reschedule for a time that works for all players and continue in an open gaming area at a later time.

NOTE: Remember that for options 2, 3, and 4, participation is VOLUNTARY. If only half the party wants to continue and it’s impossible without everyone, you’ll have to take option 1 and just call it a day.
After running your event

Again, please make sure to gather all your belongings and tidy up your gaming area. After that, enjoy the Con – with our thanks for hosting a great game!

If you need any other accommodations to run your event or volunteer with us, just let us know and we’ll do all we can.

Terms and Conditions for GM’s and Hosts
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As a volunteer or game master we expect you to live up to your committed times and events. This means arriving prepared and on time to your event or task, and to complete your task or game.

The account you make MUST be in your actual name, and we reserve the right to confirm that your GM account
matches your name by requesting appropriate ID at The Mini-Con: Academy check-in at Table 1.  Intentional and willful attempts to subvert your game master and host responsibilities by creating multiple or falsified GM/Judge/Host accounts will result in your
being permanently banned from A Geeks World Tour Events 2020 events.

GM/GameMaster Sign up - detail
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Here are more detailed instructions if you intend to sign up as a GM/Judge:

After creating A Geeks World Tour Account 2020 account, there is a GM/JudgeSubmitAGame link to a form to complete - requesting a lot of detail about your event. Be prepared to give it a title, a short description, a longer description, and to fill in other details as to when you’d like to run it. All submitted events are proposal events and will be reviewed. Know that not ALL submitted events are approved and A Geeks World Tour 2020 reserves the right to deny service with or without cause. Once an proposal has been approved it will be listed on the blog titled CONFIRMED EVENTS stating the actual status TBA (To Be Announed) or the date, time, lcation, short description, GM/Judge Name, DCI Number and other relevant info. It's the responsibility of the one proposing to check www.agwt2020.blogsite com on knowing the status of any submitted event.
Take responsibility for your submissions and check back often.

All submissions become the property of  A Geeks World Tour 2020. Any questions or comments email to: agwt2020@gmail.com

NO-SHOWS
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Though we take GM and Host no-shows very seriously. Actions we may take can include expulsion from ALL A Geeks World Tour 2020 events and being barred permanently from being a volunteer for us.

Thank you Kublacon.