The Game Master Process

Use this page as a checklist!

If you are interested in a particular game slot, let the Events Committee know as soon as possible.
If you have an idea, but can't find enough design staff or a co-GM, talk to the EC and they'll see if they can help.

Tell the EC that you're interested, and start using this page as a checklist.
Tell the Scheduler what spaces you want. These can take months to secure, so tell the Scheduler now!

Give the EC enough lead time before the date that you are requesting, since they prefer to approve events many months in advance:
- One-day games: submit your proposal four months ahead of time
- Two-day games: submit your proposal five months ahead of time
- Weekend games: submit your proposal at least a year ahead of time, because the Pomfret 4-H Foundation requires that much notice in order for us to reserve the camp. (Weekend events at other venues may require more or less notice depending on the requirements of the particular venue.)
Download the sample proposal from the Quest web site, and use it as the starting point for your proposal and for your teaser.
As you write your proposal, follow the Making an Event Proposal document.
If you have unusual or very specific space needs, talk to the Scheduler to make sure those spaces will be available during your desired slot.
(weekend games only) Secure a kitchen staff.
Recruit some staff. You don't need to have all of them confirmed, but you ought to have a good number by the time you propose.
Designate a liaison for any coordination with the Props Staff.
If you're having an in-person meeting and your proposal is already good to go before the meeting itself, email it to the EC. That will let them review it ahead of time, making the proposal meeting shorter and easier.

If the meeting is in person, bring 8 copies of the proposal.
If the meeting is done via email, please try to check your email very frequently during the discussion, and please reply to questions as promptly as you can. (Otherwise, if it takes two days to get a question answered, the discussion can drag on for weeks.)

Finalize your teaser ASAP. If you're running a weekend event, and your teaser won't be finalized for a while, send out a "pre-teaser" to start building buzz and thus boost attendance.
Review your responsibilities with props.

Make sure you're including all the stuff in the standard teaser format, such as "You must be 18" and where check-in is.
Talk to the DOp to work out when check-in will be.
Talk to the Scheduler to work out where check-in will be.
Figure out whether you will offer plots for RPCs, and note this in your teaser.
Provide GM contact information (email and phone) in your teaser.
(weekend games only) Ask players to RSVP so that you know how many people to expect.
(weekend games only) Specify a registration deadline that's one month before the event.

Send it to the Publisher at publisher@quest.org in plain text format, not as a Word document. Format it how you'd like to see it.
Send any other mailings to the Publisher as well.

If you're running a one-shot game or CG Unique Event, get the PCs the info they need to form character and party ideas ASAP! They will need more time to do this than for a CG game.
Work with the Scheduler to get reservations for the spaces you want. If you think you're going to need more spaces reserved, talk to the Scheduler as soon as you know.
Write three Lore sheets (remember, these can be any three you want, not just "Monster/Area/Item").
Write special Lore for Sages.
Write state-of-being scrolls for items.
Work with the Props Staff to figure out what costumes and props are already in Quest stock that you can re-use.
Write contingency plan in case it rains/snows.
If your game features in-game penalties for players who show up late, figure out what those penalties will be.
If you have gameworld news that should precede your game, inform the GW Chair as soon as possible, and submit the material at least three weeks before the Initium is to go out.
Send out the staff packet at least one week ahead of time per number of days of the game (i.e. at least one week ahead of time for tavern nights, two weeks for two-days, three weeks for weekend games).
(games with meals only) Make sure kitchen staff is accounting for dietary restrictions.
(weekend games only) Talk to the Treasurer to figure out how you're going to pay (or get reimbursed) for the huge amount of food you'll need to buy.

Get all of your magic items approved by the GWC (unless you already did this in your game proposal).
Get all of your new monsters and races approved by the GWC (unless you already did this in your game proposal).
Get the amount of your treasure approved by the GWC (unless you already did this in your game proposal).
Get your important political figures approved by the GWC (unless you already did this in your game proposal).

Work with the Props Staff to arrange your props needs and props pickup.
(weekend games) Weekend games have their registration deadline at this point, so send the Ops Committee a list of all the people who have registered so far.

Arrange for props to get from props storage to the game site.
Arrange for props to get back from the game site to the props storage.
Check in with the DOp to make sure check-in is on track.
(weekend games only) Talk to the Events Coordinator to find out when it's acceptable for you to show up at the camp.
If the final version of your staff packet hasn't gone out by now, something has gone terribly, terribly wrong.

Turn in a postgame report to the EC.
Mail a copy of your packet, your Lore sheets, and any other relevant documents to the Game World Chair so that your material gets into the archives.
If you'd like others to see your packet, clean it up as necessary, and mail it to the Publisher.