Recently we made some updates to how we're handling our events. We've posted this information to our Discord, but wanted to provide a broader update to those who may not be active on Discord yet.
About our Event Times
For the last year, we've been advertising two important times for each event – the end of sign-ups, and the start time. For most events, these are 15 minutes apart. For example, an event that starts at 7:00 PM will have a 6:45 PM end of sign-ups.
This 15 minutes allows us time for:
- Our crew to check in people on a waitlist (if there is one)
- The Event Lead to make sure the software is properly set up for the first round
- Our guests ample time to finish up what they were doing and get to their assigned table
What are we changing?
Historically, we've been really flexible on the end of sign-ups time, allowing guests to sign up for the first round even if it meant we would start a little late. This was frustrating some of our players – for casual events if was frustrating to show up 10 minutes early when it wasn't necessary and for more formal events it was frustrating because it often delayed the start of the event.
Beginning in January, we're redoubling our efforts to start our tournaments on time, and be clear about the actual cut off times for events. What does that look like?
For weekly events registration will close 5 minutes before the event is scheduled to begin. For high-attendance events (including prereleases, RCQs, etc), registration will close 15 minutes before the scheduled start time. Details for a particular event‘s registration times will be posted in the event calendar.
If the event has an active waitlist and we have available seats, those guests will be cleared to pay at the register as soon as registration closes.
Finalizing the Event
Pairings will be posted as soon as registration closes and any waitlisted guests are cleared. The first round timer will start at the scheduled time (typically 7:00 PM).
Late Arrivals (Anyone arriving after registration closes)
If a guest arrives after registration closes, they may be added to the event as a Late Add – meaning they will be able to start playing in Round Two.
We will only allow this if adding the person doesn't create a new BYE. For example, if we have 8 players at the start of Round 1, we will only add late players if there is an even number of them joining the tournament.
Draft Exception
When registration closes, we may delay the start of the event to allow for more players. This is because late adds are not possible in a draft format. Regardless, no draft event will start later than 15 minutes after the appointed start time.
Extreme Exceptions
If there has been an issue in the area that affects a significant number of players – an accident blocking a major roadway, weather delays, etc – we reserve the right to delay a tournament's start time as appropriate.
We believe these changes will create a better experience for everyone and will provide a more consistent flow at all of our tournaments.