Welcome to the event coordinator team 💎
As an event coordinator you’re responsible for one of the things that makes being in a clan so fun, events! From masses, weekend events, big PVM events, and skill of the week you are responsible for helping organize, plan, and run whatever kinds of events you want to help build our amazing EG community.
Hold yourself to a higher standard As an event coordinator you represent EG. Follow the rules, set a good example, and behave in a way you'd be proud of. When you participate in events, set the standard of good event behavior. Members look to staff to understand what the culture here actually is.
Contribute to both skilling and PVM events You don’t need to host both equally, but you should be willing and able to contribute to either. Skill of the week (SOTW) is an important and frequent event that everyone should be chipping in to run throughout the year. If PVM is more your thing, you should still offer to assist in either planning or running skilling events and vice versa. The goal is a well-rounded calendar that has everyone pitching in.
Help referee events when you can Not every event will be yours. Just as you would want people to help manage your busy events, you should help with others. Reffing involves tracking drops and points, answering questions, keeping things on track, and issuing post event discipline if necessary.
Be proactive and involved Don’t sit and wait around to be handed a task. Check the calendar, check the planning channels and get involved. Offer feedback on other peoples ideas and request feedback on yours. The best event team runs on people who notice these gaps and help fill them without being pinged constantly. If you are starting to feel burnt out, speak up! It is easy to get burnt out from running events and we understand breaks are needed.
Cadence We should aim for one PVM event and one skilling event per month (bingos, skill of the week, etc). Leave break weeks before and after large events to give some breathing room. Casual events can be slotted into break weeks if the schedule is getting crowded. Not every event suits every player type. You should check the calendar (see pins in event coordinators chat for link and password to access said calendar) to see what events are coming up. Make sure to check the DRAFT version of the calendar, as some events may not yet have been made public!
Posting details For events with buy-ins, wait until the previous event finishes and wraps up before posting your full details. Details should include a full rules explanation, prize structure, a FAQ channel for people to get information before hand, and clear expectations of the participants for the event (quest requirements, stat requirements, playtime, etc). Aim to post info and collect buy-ins a week before your event starts. Buy-ins trickle in so don’t get discouraged if folks aren’t bashing down the clan hall doors to buy in immediately after announcements are made!
Make sure to post event starting and end times using sesh.fyi/timestamp as well as the date and time buy-ins close!
Masses & real-life events Skilling masses, mentor nights, board game nights, etc. are exempt from the posting rule above. Run them whenever, though it's courteous to ask before scheduling one during a weekend event.
Long term events should be capped at 9 days maximum. It is preferable for longer events to start on a Friday and end during the following weekend. Be mindful of the starting and ending times so as not to give an advantage toward certain timezones.