[none] DragonMeet TTRPG sign up conundrum

#1
From another thread:

I had a wonderful day, following your erstwhile gambit of early train down and late train back....

....Dragonmeet has really come on since my last attendance a few years back and hope to do it again next year. My only criticisms of the organisation was a general lack of signage, a perceived sudden restriction to the trade hall times (and possibly the cloakroom) and this...

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There are better ways of doing this.
When we get the computer system we've been looking at, then it won't be a problem, but I'm always interested to hear how others would do it.
Now I know we've been around and around this a million times on a previous (much lamented) forum but having seen just about every sign-up system there is, I'd be fascinated by everyone's views on how THEY'D do it for Dragonmeet.

A couple of requests:

1. This about DRAGONMEET. We all know different sign up systems work for different conventions. This is how you'd solve this one particular conundrum.
2. It's not about how YOU get YOUR favourite game. It's about how everyone gets a fair chance.

I, of course, have my own (frighteningly detailed) views and opinions but I'd like to hear yours first.

Ps. There doesn't seem to be prefix for DM on the list.

Pps. There DOES seem to be a prefix fro TravCon which isn't on the master list of conventions I use for 2019. If anyone does have the details for TravCon let us know so we can arrange to have it listed.
 
#2
Pathfinder Society and Starfinder Society use Warhorn.net to get pre-booked Players for Dragonmeet, but last year the non-Pathfiner and non-Starfinder GMs did not throw much support for Warhorn.net and neither did their Players.

Paizo, on the other hand, seems happy with Warhorn for every Paizo event worldwide.
 
#3
A risk with signup Apps is Players who signup but then do not show up to play, so the GM needs to trigger an empty slot distress call. This was trialed out at UK Games Expo 2017 and 2018 with mixed results, one prime problem being weak internet access, making the mobile app inaccessible in some parts of the Hilton RPG premises.

But when it worked it was a quick an easy QR code scan of Players present and broadcast of empty slots per game.

OPTIONS (inspired by Paizo and Elaine's Garrison crowd filters)

A mixture of automated and manual can be done, First a purely online signup hours before game day. The supervisors will get online notice of games fully booked and can take down those signup sheets in advance.

Then 30 minutes of muster by people who failed to access online so gathered near the muster point to manually signup, hopefully low numbers of these.

Finally, those late comers on standby for games they failed to get online hoping someone dropped out and affected GM sent a distress message online to a muster supervisor to sign them up after all other previous options.
 
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#4
It would be interesting to get a through and honest report of how WarHorn worked for the PF/SF games at DM. Especially for that first slot where so many people were delayed.
 
#5
There is no perfect system for game sign up at conventions. Each one has it’s strengths and weaknesses and some will work better at some conventions but not at others.

For Dragonmeet I would say that pre-bookings have issues as pre-booked players rarely turn up for the games.

As for the scrummage, I would have a better crowd control mechanism in place, limiting the number of people that are at the game sign up boards at a time. Queuing barricades or barriers to keep an orderly queue in place.
Also I would change the time the sign-up sheets go up for the afternoon and evening slots. Instead of an hour before the slot, I would put them up an hour before the end of the previous slot. That would allow more time for players to sign-up and allow the players not in a game during the current slot to get a game for the next slot.
 
#6
There is no perfect system for game sign up at conventions. Each one has it’s strengths and weaknesses and some will work better at some conventions but not at others.

For Dragonmeet I would say that pre-bookings have issues as pre-booked players rarely turn up for the games.

As for the scrummage, I would have a better crowd control mechanism in place, limiting the number of people that are at the game sign up boards at a time. Queuing barricades or barriers to keep an orderly queue in place.
Also I would change the time the sign-up sheets go up for the afternoon and evening slots. Instead of an hour before the slot, I would put them up an hour before the end of the previous slot. That would allow more time for players to sign-up and allow the players not in a game during the current slot to get a game for the next slot.
Yes, no shows, especially when a group of friends signup in a block, are always a big risk if they then change their minds.
Elaine's Garrison system offers a simple remedy by implementing quantity restrictions for pre-bookings, which then allows the remainder of spaces on signups to stay open to the floor during muster.

The fully online system suffers the problem of internet access as witnessed at UK Games Expo.

Other approaches that work for smaller venues do not solve the crowding with larger numbers of Players, unless as Darran suggests, more time is given to have signup sheets remain on the board hours before a game starts.
 
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