WBC GM Guide

So, you want to be a GM? Welcome to the club of the most underpaid, over-dedicated boardgame Game Masters in the world. But we are also the best—because we are volunteers who do it for the love of the game and the hobby—not to collect a quick buck for collecting event tickets. What do you get out of it? Nothing except the satisfaction of seeing the event run by someone who cares…and a neat GM polo shirt. The following information is very important for GMs to read and understand.

GAMEMASTER QUALIFICATIONS

Only members of the BPA may act as a GM for an event. Basically, all we ask is that you do the deed from start to finish even though you’re not getting anything out of it other than a warm, glowing sensation for helping the hobby and seeing this type of event take place. Volunteerism is what makes the BPA work. You’ll be expected to pay for your own membership and lodging plus “work” your event without compensation. Through experience, we have found that this type of GM does the best job of running events at WBC.

EVENT FORM

To apply to be a GameMaster (GM) at the World Boardgaming Championships (WBC) submit a valid Event Form to BPA via the Internet or via postal mail to the Boardgame Players Association (BPA), 1541 Redfield Road, Bel Air, MD 21015. All applications are subject to acceptance by the BPA. If you have any questions, contact BPA at conventiondirector@boardgamers.org. Deadlines are as follows:

Returning GM for Same Event: Any GM who would like to run the same event as the previous year must submit an Event Form for that event by Dec. 31.
New GM for New Event: If, by Nov. 30, a GM volunteers to run an event that was not offered in in the previous year, that event will be listed on the Trial Ballot. Review the Orphans Page to determine if an event requires an Event Form to be listed on the ballot. Any Event that was run the previous year, but that did not attain Century Status, will be listed on the ballot, regardless of Event Form submission.
New GM for Unclaimed Event: Only events with a confirmed GM by Feb. 28, will be run at WBC 2007. Beginning Jan. 1, any BPA member can volunteer to run an unclaimed event by submitting this form. The first person to submit an acceptable Event Form will be designated the GM.

Let’s work our way down the Event Form and explain everything there is to know about GMing at WBC. Event forms should be submitted as early as possible.

GM Information

GM GUIDELINES: Check the box after you have read all of the guidelines listed in this document. Compliance with these guidelines is vital for all GMs.

GAME: Name the event. Unless you are a vendor or sponsor authorizing a new event, it must be a Century Event or one of the Trial Events selected by membership vote during December. NOTE: Before Dec. 1, you may submit an Event form for any game not currently listed as a Century Event or Continuing Trial. (See the Orphan List.) Such games will be listed on the Trial Ballot and available for selection by Membership vote. Selection as a Trial Event is NOT automatic. Such new events are limited to board and card games of a non-generic nature. Collectible card and miniatures games are not eligible. Multiple Events in the same game are allowed only if they are sufficiently different in rules or number of players. The minimum requirement for hosting a variant tournament is that the variant MUST have been published and a copy of those rules must be available from the GM before the convention to any player who requests them and be posted to the Event's Preview Page. All Events are subject to BPA approval. Inquire if you have questions about the eligibility of an event.

Events are reserved until Dec. 31 for GMs who ran them satisfactorily in the preceding year. Those GMs claim their event by renewing membership and completing an Event Form by the deadline. Events that are not claimed by the deadline may be run by any member who competes an Event Form by Feb. 28. If more than one member volunteers to run the same event, the Convention Director will use his discretion to select a GM. Earlier submissions will be given extra weight. GMs may run only one event at WBC per year, with exceptions granted by the Convention Director for veteran GMs on a case by case basis.

A limited number of Junior Events are run for attendees who are 12 and younger. Any game may be run as a Junior Event, provided it is suitable for children of that age group and is available in sufficient numbers to allow all children present to play. All Junior Events are run as Coached events and only members who are adept at teaching games to children should volunteer to run them. All Junior Events are subject to the approval of the Convention Director and the Junior Program Coordinator. In addition, four Teen Events are run for attendees who are 13 through 16 years. Contact the Assistant Convention Director if you are interested in helping with the Teen program.

EVENT WEBSITE ADDRESS: If you will provide a website for the event, list the address. Regardless, all GMs must provide by the established deadlines a description of the event for its Preview Page and a 400-word (or longer) After Action Report. GMs who do not meet these requirements jeopardize the standing of their events (Century Events become Trial Events and Trial Events are not eligible for reinstatement the following year).

DAYTIME/EVENING PHONE: These numbers will only be published with your permission. Otherwise, they will be for the Convention Director's use only.

CELL PHONE: If you will carry a cell phone at the convention, provide your phone number to enable convention staff to contact you in case of emergency.

ASSISTANT GMs: All GMs, regardless of playing status, should indicate the names of two assistant GMs. Choose carefully! These assistants must be prepared to take over if for any reason the GM is absent and must rule in any case involving a game in which the GM is playing. Assistant GMs are especially crucial for those games where time limits will require adjudicated finishes because it is much easier for players to accept a decision by a panel of three than by one person. It spreads the responsibility and frees the GM from the guilt of a close decision. There is safety in numbers. Only list Assistant GMs who have expressly consented to act as such for the coming year. Do NOT make any assumptions that someone will serve as an assistant.

Event Class

A. ADVANCED: Experienced players only. Rules will not be explained. Neither GMs nor players will teach the game to beginners during the event. GMs are encouraged to remind players about the Event Class to discourage anyone who ignored the printed warnings, especially in multi-player games. This is a courtesy to players who come to the event prepared to play without instruction and will greatly speed play.

B. BEGINNERS WELCOME: Players must have read the rules, played previously, or participated in a scheduled teaching demonstration. GMs are encouraged to remind players about the Event Class to discourage anyone who ignored the printed warnings, especially in multi-player games. This is a courtesy to players who come to the event prepared to play without instruction and will greatly speed play. GMs who run B Class events must list at least one one-hour demonstration day/time when you or an Assistant GM will be available to instruct players in our Demo area. The time should be no more than 24 hours before a scheduled first round heat. You may NOT substitute instruction during or just prior to the event. If no one appears for a Demonstration within 15 minutes of the scheduled start time, you may cancel the demonstration. Scheduled demonstrations give new players a chance to learn an event, but allow the tournament, itself, to run more quickly, which is better for experienced players.

C. COACHED EVENT: Inexperienced players welcome. The game will be taught to anyone present at the scheduled starting time. GMs may also schedule a demonstration for the Event. Coached events generally require more time and effort to run and can be upsetting to more experienced players impatient with delays. Announce at the outset, that all players are expected to abide by the C rating and help newcomers.

Event Format

A description of the allowed event formats follows.

SINGLE ELIMINATION (SE): This competition style can be used for both two-player and multi-player games. It is the ideal style for long games, and usually the most practical style for Events with many entrants. Participants play until they lose a game. Winners in a Round advance to the next Round. Thus, the number of players per Round is continually getting smaller. However, fans of some games would rather keep playing even after they lose once, so other formats may be preferable if you:

Multi-player tournaments using SE Competition Style may advance alternates in order to field the ideal number of players for the next round (i.e., 5 or 25 in a five-player game). BEFORE the tournament begins, the GM MUST establish the criteria for selecting the highest alternates and post the criteria in the Event Preview and on the kiosk. All brackets should be established BEFORE the tournament begins. It is NOT acceptable to simply pair winners as they finish; otherwise, players can time their games to avoid playing someone. The GM is responsible to decide BEFORE the tournament begins if brackets should be created via random draw, seeded by past performance, or determined by some other criteria. GMs should keep in mind the following guidelines:

An advantage to Single Elimination play with fixed brackets over Swiss formats is that when two matched winners finish they can start the next round early. Single Elimination two-player game Rounds are usually scheduled for continuous play, but there is often the flexibility for players to schedule at their convenience, especially as the number of players involved decreases.

SWISS: Any format of a pre-determined number of rounds in which players with the best records are paired against each other in every round. A fair tie-breaking system is very important. More than one tie-breaker is required. BEFORE the tournament begins, the GM MUST establish this criteria and post it in the Event Preview. When possible, also post them on the kiosk for the convenience of players at the convention. GMs should never create tie-breakers on the spot because they should have created them ahead of time to avoid the appearance of misconduct.

Players are free to drop out after losing a game, but the rounds continue for those willing to stay. Due to the time required, this format is recommended only for games with the most ardent following and is usually reserved for dedicated mini-cons where there are no other events to siphon off losing players.

SWISS ELIMINATION (Swiss-Elim or SwE): A system using a number of continuous preliminary games in Round 1 in order to advance a pre-determined number of players into Single Elimination Rounds. In many cases, the Swiss Elimination Competition Style may advance alternates in order to field the ideal number of players for the next round (i.e., 5 or 25 in a five-player game). BEFORE the tournament begins, the GM MUST establish the criteria for selecting the highest alternates and post the criteria in the Event Preview. Round 1 MUST adhere strictly to the printed schedule, but the Single Elimination Rounds can often be scheduled at the convenience of the players and GM. This format is highly recommended for games with a devoted following who would be disappointed by early disqualification from a Single Elimination format. Indicate on the Event Form the number of games that will take place during Round 1 and the duration for each of these games. Also provide information about the number of players that will advance to Round 2. If GMs do not provide this information, a default number will be used. A GM who has a formula for advancing a different number (e.g., 20 or 25 for a 4- or 5-player game), depending on the number of participants, should indicate the two numbers in the field, with a slash between them. BEFORE the tournament begins, the GM MUST submit the criteria to the Convention Director for approval. Such criteria must be clearly described in the Event Preview. When possible, also post it on the kiosk for the convenience of players at the convention.

FREE FORM: Free Form tournaments are a type of Swiss Elimination tournament with Round 1 lasting several days. After Round 1, four players advance to two rounds of Single Elimination play. Rules for advancement must be approved by the Convention Director and clearly described in the Event Preview. When possible, also post them on the kiosk for the convenience of players at the convention.

In order to participate in a Free Form tournament, players must appear at the kiosk within one hour of the scheduled starting time. Match pairings for each game will be determined by the GM, subject to the availability of opponents. Players may particpate in more than one game during the same day. When opponents are assigned, they must determine when they will play their game during the day and inform the GM. If they cannot agree on a reasonable start time, they will be required to begin the game within one hour. If an assigned opponent does not appear for a mutually agreed upon start time, a player who has appeared must go to the kiosk and inform the GM. After the GM is informed and after waiting 15 minutes at the kiosk, the missing player forfeits the game to the waiting player. Results of completed games should be reported to the GM as soon as possible. Results not reported to the GM by the next scheduled starting time or by 11 p.m. on the day before Round 2 begins, whichever comes first, will not count toward the tournament. GMs have the right to adjudicate any game that extends beyond established time limits.

GMs must post a list of qualifiers and alternates to the kiosk by midnight of the day before Round 2 begins. Qualifiers who will withdraw should inform the GM as soon as possible and remove their names from the list, to provide time for alternates to be notified of their opportunity to play. Any qualifiers or alternates who fail to check-in at the kiosk by 9:30 a.m. on the day Round 2 begins forfeit the opportunity to play. Each player is responsible for checking his status on the kiosk in a timely manner. After reporting to the kiosk for Round 2, players may mutually arrange to play their Semi-Final game at a convenient time; however, all Semi-Final games must be completed by 6 p.m. on the same day unless ALL semifinalists agree to hold the Final at 9 a.m.on the following day. Barring such agreement, the Final will commence within one hour of the completion of the last Semi-Final game.

Free Form scheduling format allows players the most freedom in scheduling choices; however, it also requires players to be punctual and considerate of others. Consequently, GMs who use Free Form scheduling must exercise time and diligence to reduce tournament disruption and friction between players who do not mutually agree on playing times. As such, it is not recommended for inexperienced GMs. Tournaments with a Free Form schedule benefit when the GM remains near the event kiosk throughout the period allotted for Round 1 in order to arrange and record matches of convenience. Typically this format is only applicable to very long or very short games.

HEATS:A type of Single Elimination tournament that provides two to four scheduled opportunities (Heats) for players to participate in Round 1. GMs must specify the method of advancement for the next round and explain it in the Event Preview. NOTE: In many cases, it is necessary to advance alternates in order to field the ideal number of players for the next round (i.e., 5 or 25 in a five-player game). This format increases number of entrants by making the event more accessible with numerous starting times. It works well with multi-player games. Events using Heats are penalized in the Prize level and Century qualifying formulas to offset their advantage in attracting more entrants. (See Century formula.)

Heats are only used for Round 1 play. Round 2—typically the Semi-Final—and Round 3—typically the Final—are played as standard Single Elimination rounds.

Note that GMs may schedule a Quarter Final Round only when the number of players participating in the tournament during the previous year warrants it. All scheduled Quarter Final Rounds must be approved by the Convention Director in advance and must appear in the schedule. Quarter Final Rounds may not be inserted ad-hoc—regardless of the number of entrants. This policy is a courtesy to other GMs who are trying to attract players and to players who can make better use of their time playing to win in another tournament rather than playing for second or third place in a Quarter Final game to advance to a Semi-Final.

Method of Advancement applies ONLY to events run with Heats. A description and examples of the allowed methods and tiebreakers follows. NOTE that in NO case may a GM add an ad hoc extra round (e.g., Quarter-Final) to reduce the number of players. All rounds must be scheduled in advance.

Heats: Winners Only (HWO) - Only the winners from each heat advance to Round 2—no alterates advance. For example, the Circus Maximus tournament advances to the Final only the winners from each table. EVERY winner advances. There is no limit on the number of winners that can be accommodated. Further, anyone who comes in second may not advance, even if person who finished first has won previously or chooses not to play in the Final. Any tournament that cannot accommodate all winners from the Heats in Round 2 may not use this method of advancement. Indicate the number of heats and the duration for each heat.

Heats: Multiple Single Elimination (HMSE) - Each heat is played Single Elimination to determine one winner who advances to the next round. For example, there are two heats of Paydirt—one for the AFC and one for the NFC. Each of those Heats is played until there is only one winner. Only those two winners advance to the Final (i.e., Superbowl). This method of advancement is only appropriate for short games. Indicate the number of Heats in Round 1, the approximate number of rounds in each Heat (based on the expected number of players), and the duration of each round in the Heat.

Heats: Most Wins (HMW) - A tournament with multiple chances to enter Round 1, followed by Single Elimination rounds. Indicate the number of Heats in Round 1 and the duration of those Heats. GMs should also specify the number of players who may advance to Round 2. (If GMs will base that number on how many winner emerge from the heats, indicate more than one number, e.g., "16/25".) Any GM who needs to trim the field or identify alternates to fill out the field, must use the standard set of tie-breakers below. The first criterion is "Most Wins." GMs should carefully review the tie breakers in order to be able to apply them properly. Standard tie-breakers enable players to make more educated decisions about which tournaments to play and whether or not they qualify to advance to later rounds of play.

For example, if Monsters Ravage America had four Heats in Round 1. Players who won four games would advance before players who won three games. If the GM decided to advance 16 players to Round 2, and more than 16 players won four games, then the remaining tie breakers would be used to determine which of the players would advance. NOTE: It is rare for all qualifying winners to appear for the advanced rounds, and an alternate list at least as long as the number of advancing positions is wise.

Heats: Single Win (HSW) - A tournament that advances players into Single Elimination Rounds. GMs should specify the number of players who may advance to Round 2. (If GMs will base that number on how many winner emerge from the heats, indicate more than one number, e.g., "16/25".) Any GM who needs to trim the field or identify alternates to fill out the field, must use the standard set of tie-breakers, below. The first criterion is "Win in First Heat Played." GMs should carefully review the tie breakers in order to be able to apply them properly. Standard tie-breakers enable players to make more educated decisions about which tournaments to play and whether or not they qualify to advance to later rounds of play.

NOTE: It is extremely important for the GM to post a list of qualifiers and alternates for advanced rounds on the event kiosk in a timely fashion. Players who win the first heat they play in are likely to advance to the next round. Players who win a heat will always have an advantage over players who finish lower. For large tournaments, players who have more wins are more likely to advance than players with fewer wins. In most cases, there is no disadvantage to participating in more than one heat.

This Method of Advancement for Heats allows ALL players (both winners and non-winners)—but does not require them—to play the game again during Round 1 by participating in another Heat. There is generally not a disadvantage for participating in more than one heat.

Indicate on the Event Form the number of Heats that will take place during Round 1 and the duration for each of these Heats. Also provide information about the number of players that will advance to Round 2. If GMs do not provide this information, a default number will be used. A GM who has a formula for advancing a different number (e.g., 20 or 25 for a 4- or 5-player game), depending on the number of participants, should indicate the two numbers in the field, with a slash between them. BEFORE the tournament begins, the GM MUST submit the criteria to the Convention Director for approval. Such criteria must be clearly described in the Event Preview. When possible, also post it on the kiosk for the convenience of players at the convention.

Extended example: GMs may find the following tips useful when seeding players for advancement using the tie-breakers listed above.

Our example event is a four-player game with four heats. There are up to total 24 table winners qualified for 16 Semi-Final slots (fewer if one or more players wins more than once). The records of some players are illustrated in the table below:

To seed all of the participants and determine which of them qualifies to advance, fill in the grid (or use the Entry List), indicating each participant's finish. For each Heat, add participants who have not played a previous Heat to the bottom of the list. Use a dash ("-") to indicate any Heat the participant did not join.

When any participant wins the first Heat he or she plays, put an "X" in the "Won First Heat Played" column. These are the players who are at the top of the list of qualifiers to advance to the next heat. Those players have been moved to the top of the list below for illustration purposes. It is not necessary to physically reorder the list.

Keep track of the total number of wins for each player in the "Total Wins" column. This number could change after each Heat for anyone who plays in more than one Heat. All players who won their first heat played, are sorted by the number of wins they have in the tournament.

Depending on the GM-specific tie-breaker, you may need to track it for each game played. For example, if the tie-breaker were "Percentage of Second-Place Score ", it would need to be recorded for each player for each Heat played. If it were "Brought Copy of Game", it could be recorded once, with players bringing games to more than one Heat receiving extra points. "Average Finish" could be calculated after each Heat.