Scheduling Procedures
Event schedules run from Monday to Sunday!
Weekly Scheduling
Wednesday/Thursday
- An @Event Committee member will post a new scheduling thread in 📆event-scheduling for the next week's schedule.
- As a @Event Host or @Event Trial, you are expected to fill out the availability template with your desired time slots, listing them in order of preference.
Availability Templates
Trial Host Template
If you're a @Event Trial, use the Trial Host Template:
Instructions:
- For each day, specify the times or time ranges you are available to potentially get trained
- Times must be in EST (Eastern Standard Time)
- You can provide a time range like
8pm->11pm(available during that range) - Use
+for either time but not in between, like8pm+11pm(available at 8pm OR 11pm, not in between) - If you are on your second phase for Solo event, you can also specify your preferred event type if you have a preference
- Include how many events you're willing to be trained on that week
- You will also be responsible to reach out to trainers to train you unless they do it first
📋 Trial Host Template (Click to expand)
Copy this template (remove the code block markers when posting):
## --- My Schedule [TRIAL] ---
### Max Event Willing to Host/Be Trained this Week: [Number]
** --- Monday --- **
-
** --- Tuesday --- **
-
** --- Wednesday --- **
-
** --- Thursday --- **
-
** --- Friday --- **
-
** --- Saturday --- **
-
** --- Sunday --- **
-
### --- END SCHEDULE ---
Example format for a day:
• 8pm + Classic Event (?Event Type Preference)- Available at 8pm EST, prefers Classic Event type• 9pm->11pm- Available between 9pm and 11pm EST
Host Template (or Trial in Solo Phase)
If you're a @Event Host or a @Event Trial in the solo phase, use the Host Template:
Instructions:
- For each time you give, you can specify if you are willing to offer training or not
- In case you want to do a special event or really want to host that event yourself without being asked to train on that day/event
- If omitted, we will assume you don't mind training another Trial Host
- Times must be in EST (Eastern Standard Time)
- You can provide a time range like
8pm->11pm(available during that range) - Use
+for either time but not in between, like8pm+11pm(available at 8pm OR 11pm, not in between) - Include how many events you're willing to host that week
📋 Host Template (Click to expand)
Copy this template (remove the code block markers when posting):
## My Schedule --
### Max Event Willing to Host this Week: [Number]
** -- Monday -- **
** -- Tuesday -- **
** -- Wednesday -- **
** -- Thursday -- **
** -- Friday -- **
** -- Saturday -- **
** -- Sunday -- **
### --- END SCHEDULE ---
Example format for a day:
• 8pm + Classic Event + (?No Training)- Available at 8pm EST for Classic Event, not willing to train that day• 9pm->11pm + Special Event- Available between 9pm and 11pm EST for Special Events• 7pm- Available at 7pm EST (willing to train if needed)
This way you can give many availabilities, but scheduling will try to limit your hosting/training to the amount you specified! This helps manage workload and ensures fair distribution.
Saturday
- A rough draft of the schedule will be posted in the scheduling thread.
- The @Event Committee will ensure everyone is scheduled correctly and fairly.
- @Event Trial may request training sessions with @Senior Event Team members.
Sunday
- Final changes will be made to the schedule around this time.
- The finalized schedule will be published in 📆event-scheduling (staff) and 📆event-schedule (public).
Day of the Event
- The main @Event Host is responsible for pinging the @Event Security role to request security before the event starts.
- @Senior Event Team can host without security (excluding big events).
- @Event Host without available security may request permission to proceed without one.
- @Senior Event Team or @Server Moderator can act as security if needed.
Communication is key! Ensure you're proactive in coordinating with security and other staff members.
Security Request Procedure
Follow this flowchart to determine when and how to request security based on your event type:
ℹScheduled Classic Events*
START: Request security when Event Announcement is posted
IF NO SECURITY 1hr prior: Request support
IF NO SUPPORT: Only @Senior Event Team can solo host*
*Solo hosting requires @Senior Event Team status
⚠Scheduled Special Events
START: Request security 24-48hrs prior to Event
IF NO SECURITY DAY OF: Request support
IF NO SUPPORT: CANCEL - Ineligible for solo host
Special events require security or support
ℹUnscheduled Popup Events
START: Request security before Event is requested in chat
IF NO SECURITY 1hr prior: Request support
IF NO SUPPORT: Only @Senior Event Team can solo host
Popup events need advance security confirmation
Example: Requesting Security for Your Event
Hi @Event Security — I’m hosting a Classic event tonight at 9pm EST.
Looking for 1 security. Pretty please! 😊
If no security responds 1 hour prior, follow the escalation path below.
Request Escalation Path
- All @Event Host / @Senior Event Team → Request from @Event Security
- If no Security → Request from @Server Moderator or @Senior Event Team
- @Server Moderator support → Proceed with event
- @Senior Event Team support → @Senior Event Team can solo host*
- If no support available → Follow event type rules above
@Senior Event Team can solo host Classic and Popup events when no security or support is available. Special events always require security or must be cancelled.