Here is how Game Days work:

1. The admins, moderators, and event organizers get together and choose a date which works best for the most amount of people.
2. A spreadsheet is created so each DM can add their game with open spots for players.
3. New Discord channels are created to advertise the event, apply special roles, and provide details about each game.
4. If applicable, educational events, free giveaways and other special events are planned.
5. The event is promoted among supporters, donors, and server boosters.
6. The new Discord channels are made public.
7. The event is publicly promoted to everyone.
8. DMs begin reaching out to their players and getting them setup.
   1. As of Spring Game Day 23, we are now using private threads to coordinate with our players.
9. During this phase, we work with players to verify their attendance and swap them out if they’re unresponsive.
10. Voice channels are created for each DM and their party using the MEE6 hub feature.
    1. DMs have full control over these voice channels and can edit permissions.
       1. Note: You MUST enable 2-factor authentication to manage permissions.
11. Game Day starts and players arrive on time to their specific game day channels.
12. We all play D&D together and have a great time!
13. Final thank yous and messages are posted in the server.
14. Approximately 1 week later, the special channels and roles are all deleted or archived.

Additional notes:

• DMs should reach out to their players ahead of game day.
• Players should be prepared to play. For example, your character is created, your Internet connection is stable, your microphone works, necessary accounts have been registered, etc.
• On game day and 24-hours prior, open slots may or may not be filled. Each DM has discretion to fill a slot on short notice since it requires prep time.
  • This means that, if a player fills an open slot in the spreadsheet during this window, they are not guaranteed to play since the DM may choose to close that slot instead.