Drop In and RPG

Spark Central Community Program

Send email reminders to community participants contact list
Send phone reminders to community participants list
Send email reminders to allocated staff
Verify/allocate sufficient staff to cover on-site facility, also verify sufficient staff allocated for online programs if happening at same time.

Verify All Kits Complete and Ready
Clean all kit equipment (as needed, check cleaning log)
Transportation arrangements and scheduling for staff and supplies confirmed
Re-check signups for online programs and update/verify/allocate sufficient staff to cover both on-site and on-line programs.

Pick up all kits and supplies needed to take to the community facility.
Verify everyone good to go for all online programs and everyone en route to on-site programs facility.

All staff arrives at facility, and at online facilities to setup and prepare.
Drop off all kits and supplies needed to take to the community facility.
Clean all tables and contact surfaces.
All staff sets up equipment, kits, and supplies at facility.
Setup signage.
Retrieve community event activity log-book with sign-in folders and participant feedback forms.
Take photos of setup.

All players should start showing up, checking in, filling out forms, and receiving gaming materials (on-site and/or on-line).

Allocate all participants to appropriate table.
Have all participants sign into the log book
If first time in community center, read script to sign up as community center member (free) and provide paperwork if needed for registration
Hand out character sheets
Hand out pencil, paper, dice, miniatures, and other appropriate materials as needed
GM fills in Player Roster Form
Try to start game play within 5 minutes, maximum 15 minutes if paperwork or new participants of official start time (for example if published start time is 1:00 pm, then actual game play needs to start at 1:05 or 1:15 pm at the latest).

GM Updates observation log roughly every 30 minutes.
Regular physical break every hour for 5 minutes.
Program facilitator(s) and supervisors, observe each table, updating observation logs roughly every 30 minutes.
Program observer(s) staff scores Observed Immersion Scale (OIS) every 15 minutes.
Facilitator(s)/supervisor(s)/observer(s) pass notes/post-its/SMS messages to GMs as needed for any corrections or interventions recommended to optimize session experience for a table.

Post-session processing discussion, discuss what liked, what learned, and what would do differently in hindsight.
Have all participants complete participant feedback forms.
Receive feedback forms and photograph them, send to central repo.
Turn in character sheets and store in group folder.
Fill out checklist verifying return of all loaned dice, pencils, miniatures, equipment, etc.
Place feedback forms into community center's logbook folder and place in correct facility storage.
Submit OIS and supervisor logs to RPG Research repository.
Clean all tables, chairs, contact surface areas, and equipment.
Pack up all equipment into kits.
Load kits into vehicle(s).
Perform final facility check for anything missed.

Once all confirmed complete, everyone meets just outside facility (before leaving).
Perform post-session evaluation discussion (5 minutes minimum, 15 minutes maximum).
Everyone leaves facility.
Return equipment to RPG Research storage.