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Sarah

Guild Leadership
Baltimore, MD
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Everything posted by Sarah

  1. Smithsonian SAAM Arcade has officially been turned down for this year, however we will collaborate with them next year. In order to participate in their event, we will need to contribute in some way - time, energy, or money. Since we can't provide Smithsonian with financial support, we may staff a game tournament within the event next year or do something similar. I will update everyone next year as this continues to develop.
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    Artscape is a huge festival in Baltimore City. The Baltimore Office of Promotion & Arts hosts a smaller event within the festival called Gamescape, in which indie developers promote their games as a form of artwork. This is a moderately high traffic event with good recruiting, however our audience will not be as targeted as it is at other events. This event can be very busy at times, and will require a minimum of two to three volunteers during high traffic times in order to gain maximum benefit from our presence. There is no limit to the number of volunteers that can attend this event, however we will need to spread coverage out over the weekend. Currently, the schedule is a skeleton crew and will result in the table being overrun with people. We could really use some extra volunteer coverage for this weekend! Having 2 people at the table during the 11 AM to 6 PM period on Saturday and Sunday is really important. Thursday Flexible partial table setup @Ceraph1216 Friday 10 AM to 2 PM includes partial table setup @Aaron 12 PM to 6 PM @Ceraph1216 not sure what times you are available for the afternoon, can you please update? 4 PM to 9 PM includes booth breakdown and lockup If someone else can take this closing shift, it would be very helpful! Saturday 10 AM to 4 PM breakfast provided by University of Baltimore, includes partial table setup @NodnarbDude 12 PM to 6 PM 2 PM to 9 PM includes booth breakdown and lockup @Sarah Sunday 10 AM to 4 PM breakfast provided by University of Baltimore, includes partial table setup @Sarah 12 PM to 6 PM 2 PM to 8 PM includes booth breakdown and lockup @NodnarbDude Please wear your issued badges to this event. PARKING Please plan on parking 30 minutes to 1 hour prior to your volunteering shift. Traffic in the city gets heavy in the late morning, particularly on Friday and Saturday and Artscape causes many road closures. It may become harder to find a garage that is not full on Saturday or Sunday. If at all possible, park at the Fitzgerald parking garage. The Fitzgerald Garage 1201 West Mt. Royal Avenue (Note: the garage is located on Oliver Street - between Maryland and Mt. Royal) Hours: 24/7; Contact: 410.837.6573; Height Restriction: 6’10” Penn Station Lot 21 East Lanvale Street Hours: 24/7; Contact: 410.685.2700 Penn Station Garage 1511 N. Charles Street (No Access from Charles Street during Festival) Hours: 24/7; Contact: 410.783.0213; Height Restriction: 7’ Reservations for Parking Volunteers who will be driving to the convention will incur parking expenses. These parking expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Please be sure to request a receipt if you use cash-paid event parking. Retain a copy of your receipts for your tax records. PUBLIC TRANSIT Artscape has a guilde to using public transit here: http://www.artscape.org/plan-your-visit/Ride-MTA Volunteers who take public transit to the convention will incur transit expenses. These transit expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Retain a copy of your receipts for your tax records. EXPLORING THE EVENT During your volunteer shift (especially since coverage is going to be minimal), you are not permitted to attend performances, however short breaks to explore nearby vendors will be allowed if there is adequate coverage. You are expected to be present at the table and actively recruiting future Extra Life participants. Before or after your volunteer shift, if your badge does not need to be handed off to another volunteer, you are welcome to explore the event. Please feel free to roam the event before or after your volunteer shift. There will be live music, vendors, and artists. This is a fairly typical, though large, street festival. If you attend the event, please be sure to remove/conceal your Extra Life name badge. Before, during, and after your shift — especially every minute that you wear your badge — you are representing Extra Life, Johns Hopkins Children's Center, and the Extra Life Baltimore Guild. Artscape has generously waived their fees for us in order to make it possible for us to attend and volunteer at this event, and it is was a large percentage of our total recruitment in 2016. It is very important that we maintain a great relationship with the staff at Artscape, Gamescape, BOPA, and University of Baltimore so that we can continue to attend. Remember, you are representing a children's charity. Use common sense, and check with @Sarah if you aren't sure if the performance or event you'd like to attend is appropriate. To consider and plan out performances and events you'd like to attend, download the Artscape app from Google Play or iTunes. This is a great resource for additional information about the convention (hours, directions, and updates). LUNCHES AND POTTY BREAKS If you need to take a quick bathroom break and you do not have backup coverage at the table, please take any loose valuable items with you (i.e. laptops, tablets, cell phones). There will be a small lock box available in our booth as well. There are bathrooms located in the building very near to our table. If you have backup coverage at the booth and need to leave to get food or take a bathroom break, please be courteous and let the other volunteer know that you are leaving the table. There are food vendors outside the UB building but they are outrageously expensive. It is strongly suggested to pack a lunch if possible. SIGNING UP TO VOLUNTEER Please let us know when you can volunteer. I will update the event with confirmed volunteer names below the shifts they have agreed to work. We need one volunteer minimum per shift to start off with, however extra coverage during periods that there is a badge free would be appreciated! For additional details, please message @Sarah, @NodnarbDude or @Ceraph1216. Volunteers will receive ongoing updates and instructions throughout the week and during the festival. Thanks so very much for donating your time and energy for the kids!
  3. I have some bittersweet news. We are now confirmed for Artscape, however the BOPA festival manager has indicated that even charitable organizations are required to pay a $700 fee for space. They are willing to allow us to attend, and appear to be waiving the entry fee for this Artscape, but we will no longer be able to attend this event for free. We had about 80 sign ups at last Gamescape, which we can approximate raised $8000 for our local hospital. It will be absolutely vital that we keep accurate sign-up records this year to compare to last year so we can confirm that this would be worth the investment going forward. It was also indicated that in order to have space at Artscape, there should be a tie-in to the arts. We will need to get creative with this in our planning and strategies, and I'm not sure how it will impact our approval for next year.
  4. Sarah

    Guild Logo

  5. Viedt, I think you and Herbertsmart hit good points. We had about 5 super active people for coverage last year. This year we may have about 8, if we can hang on to people, and I'm pretty thrilled about that! We worked some extremely long hours at conventions etc. last year, particularly when one or two of us attended that particular con and couldn't contribute to coverage. We need more enthusiastic and trustworthy people! I wish there was a more effective recruitment strategy for volunteers. I dream of the day when a 4-hour volunteer shift is possible I'll be pulling 12 hours tomorrow at a new event!
  6. until

    We will be in Exhibit Hall A. You can find Hall A by walking straight in through the Charles Street Lobby entrance at the ground floor. You may not require your Extra Life name badge in order to come in, however it would be best if you text the group so we can bring your badge out to you. A map of the BCC can be located here: http://www.bccenter.org/floorplans.php?id=10 A group text message thread will be started by noon today, Friday, May 26, to communicate last minute information and volunteer status. Our table strategy changed last minute. We are allowed to do giveaways, however we may not use the prize wheel or a raffle. This means we will need to actively approach people about participating when they get in range of our table, and we will be doing small giveaways (i.e. candy) only. Based on the seating map from SCG there may be up to 900+ people playing at any given time. This is a HUGE event when it comes to Magic the Gathering/trading card games, however especially as our first year participating, and with limited table appeal, we should plan on about 25 sign ups as a goal. This is an extremely targeted event, so we may do better than that, but don't be discouraged if traffic is slow. We have not had as much brand exposure within the tabletop community. Please text me with any further questions starting at noon today. I look forward to seeing everyone!
  7. Sarah

    WashingCon

    until

    This event has now been confirmed!
  8. Sarah

    Baltimore Comic Con

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    This event has now been confirmed by the Baltimore Comic Con team!
  9. Awesome news, friends! We have received a confirmation from two more events. Baltimore Comic Con and WashingCon are a go! WashingCon will be a new event for us, and will get us some exposure to the tabletop gaming community, so I'm very excited about this one!
  10. Hey guys! Just wanted to touch base with any active DC members who are interested in getting more involved with recruiting, or possibly helping to establish the DC Guild. Since we're growing, and pretty organized, we're going to be representing Extra Life in the DC Metro area as well as in Maryland events so we don't miss out on the large number of potential participants in that area. My hope, of course, is that we can help you guys get things rolling, and that we can continue to collaborate going forward since our cities are so close together and share a lot of the same attendees. I posted this megathread for upcoming events, and I invite you all to follow it for updates. You can also follow our calendar! If you would like to volunteer at an event, please be sure to RSVP as "Going" on the event page so that I know to follow up with you. I look forward to hearing from some of you!
  11. Super excited to see some of this implemented. I can't remember if I made it through the survey when it came out. One thing I'd like to mention regarding tools is, in our case, we're working a lot of conventions and big events. The cost is too high to have full trade show level setups, but it's really important to have a visually appealing booth with some "attention grabbers" (in our case we use a prize wheel and candy/swag). It would be helpful for Extra Life/CMN to arrange for major metro area Guilds to have some more professional looking setups, or at least provide the ability for our hospital or volunteers to purchase promotional items and booth setups at a volume or nonprofit/charitable rate. We're great at talking to people, but we need to get them to our tables/booths before we can pitch to them! As a side note related to that, shying away from the "24 hour" part of the gaming marathon copy on signage would be helpful. There are some people who get really hyped about the challenge of staying up that long, but just seeing that text prominently placed on standees has been a pain point and deterrent for some people. Tablecloths and standees often get completely covered by people that come to talk to us, also. Having some sort of tall banner setup for above our heads would be really useful. We're working on rigging up our own creative solution here in Baltimore, but it's far from professional looking. As much as I can explain things away with "this is a charity" and "we're volunteers," the reality is that having a professional appearance and appropriate materials available for people that visit the table goes a long way in building credibility with someone who has never heard of Extra Life.
  12. Sarah

    Otakon 2016

    Otakon is a large-scale Anime, Asian Culture, and pop-culture convention with an average attendance of approximately 30,000 people. There is a large game room with rare and imported console and arcade games which are free to play as part of convention admission. In this game room, Otakorp rents space to indie game developers. Our premium booth space was generously donated at no charge, in addition to four dealer badges. Otakorp was an excellent and supportive partner of Extra Life at this event and we hope to continue attending the con in the future as they move to DC to continue to grow; they are traditionally a Baltimore convention and have been for over 20 years.
  13. Sarah

    Big Crowd!

    From the album: Otakon 2016

    This is our biggest con of the year, with an average of nearly 30,000 attendees annually.
  14. Sarah

    Recruiting!

    From the album: Otakon 2016

  15. Sarah

    Raffle Prizes

    From the album: Otakon 2016

  16. Sarah

    Recruiting!

    From the album: Otakon 2016

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