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VCU Side Event Weekend 2016

Posted: Sat Jun 04, 2016 8:28 pm
by mkumar
This is the official announcement for VCU's Side Event Weekend 2016 mirror. We will be hosting as many as possible of the summer side/theme events that have been announced for the "second summer open" this year. See viewtopic.php?f=9&t=18535&p=316849 for an index of events.

This tournament festival will take place on Saturday, August 6 and Sunday, August 7, 2016, on the second floor of Harris Hall on VCU's main Monroe Park campus in Richmond. We expect to start registration at 8 AM Saturday and get to the first event as quickly as possible thereafter in order to maximize the number of tournaments we can run in the weekend. We will conclude at about 6PM on Sunday.

Quizbowl at VCU club president Megh Kumar will take signups. Please e-mail me at mkumar@vcu.edu to indicate that you are attending.

In order to minimize the recordkeeping burden of a weekend that may include eight or more tournaments, we will be using the following procedure:
1) Everyone will register him or herself and any buzzers you plan to bring to the tournament, for the weekend as a whole on an individual basis. That is, whether you are playing in one event or all of them, you need to register by e-mail as a participant in the overall "side event weekend" event.
2) Once you have registered as a participant in the weekend, you will be granted access to a Google spreadsheet on which you may officially form teams for each event. Since only people who have actually registered using their real e-mail addresses will be able to edit the spreadsheet, the spreadsheet WILL be considered the official, binding way to join a particular team. Each event will have its team size and a free agent list indicated in the tab.

We will decide which events to host based on how many complete teams are formed for each one. In the event that sufficient complete teams are formed for more events than time permits us to run, we will give precedence to events which have attracted the most interest. Once we have the lineup of events, the exact order/schedule will be posted. We may run less popular events in abbreviated or shootout form in order to get the questions heard in some way.

We will NOT accommodate any requests to move events earlier or later based on any person's unwillingness to stay for the whole weekend. There are too many moving parts in play with a weekend of this nature and, as per above, we do not plan to set the final schedule until after you should have your travel plans already arranged. You need to commit to being there all day Saturday and Sunday or risk missing one or more of the tournaments.

Under each event, there is also a column to sign up as a free agent. Anyone still on the free agent list (not moved to a team) by the Thursday before the tournament weekend will be placed on a team by the TDs (either used to fill a spot on an existing team or combined into a team of all former free agents). Please try your best to form teams on your own so we don't have to create 10 teams for each of 8 events on our end.

Your tournament fee for the weekend will be determined by a formula incorporating the mirror fees for each event and a discount offered by VCU for staffing events you are not playing and/or bringing buzzers. Expect the base fee for the entire weekend to start at about $80 per player before discounts (i.e., about the same as you would normally pay to play two full days of open quizbowl). Not all of the events are guerilla and we do want to cover the mirror fees as well as staff lunch, etc in addition to making some money as the organizers of this event. To avoid delays and accounting headaches, we expect everyone to know exactly which events they are playing/staffing by Saturday morning and pay the appropriate amount via one lump sum in cash or check to Quizbowl at VCU. We will then handle disbursing money to tournament authors. We will NOT have eight separate periods of tournament authors collecting $5 at a time. The exact formula will be posted once each side event announces how much, if anything, it is charging per player.

Again, please e-mail Megh Kumar at mkumar@vcu.edu to register yourself for the weekend, after which you may form teams for each event on the spreadsheet. Post any questions here. We look forward to seeing a diverse group of quizbowl players at VCU in August.

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Re: VCU Side Event Weekend 2016

Posted: Sun Jun 05, 2016 3:59 am
by Cody
If you come to this and show up early enough Friday, I will take a half-day off work and show you around some of the Richmond breweries (Isley and Strangeways, for sure, almost definitely Ardent, and probably Hardywood!)

Re: VCU Side Event Weekend 2016

Posted: Thu Jun 16, 2016 9:25 pm
by Steeve Ho You Fat
Could you please post a list of the people who have signed up? Thanks!

Re: VCU Side Event Weekend 2016

Posted: Wed Jun 22, 2016 9:48 pm
by Periplus of the Erythraean Sea
I plan on playing Listory, Tricon, and BURI (if it happens), and I will staff ARTSEE and (possibly) other things. For Listory, I'm looking for (strong) teammates who know literature. For BURI, I'd prefer playing with teammates with a good grasp of Greek and/or Arthurian myth, in addition to other subjects. For Tricon, I really don't care, but it's nice to play with people who know different subjects - just be warned that I know almost zero trash and probably won't be that useful.

EDIT: PM me if interested.

Re: VCU Side Event Weekend 2016

Posted: Thu Jun 23, 2016 10:45 am
by UlyssesInvictus
How should we get in touch with the TDs about running our event/logistics?

Re: VCU Side Event Weekend 2016

Posted: Thu Jun 23, 2016 11:26 pm
by Urech hydantoin synthesis
I just confirmed BURI will be happening, so I have the same question as Raynor.

Re: VCU Side Event Weekend 2016

Posted: Fri Jun 24, 2016 1:23 pm
by mkumar
If you want to participate, please email me at mkumar@vcu.edu with your name, I can give you access to a spreadsheet where you can fill out the appropriate information.

Re: VCU Side Event Weekend 2016

Posted: Sun Jun 26, 2016 10:26 pm
by Kouign Amann
mkumar wrote:2) Once you have registered as a participant in the weekend, you will be granted access to a Google spreadsheet on which you may officially form teams for each event. Since only people who have actually registered using their real e-mail addresses will be able to edit the spreadsheet, the spreadsheet WILL be considered the official, binding way to join a particular team. Each event will have its team size and a free agent list indicated in the tab.
This sounds like a good plan, but the spreadsheet isn't currently working like this—as far as I can tell, there's only one tab with a list of all participants, with no way to sign up for or even formally indicate interest in the individual events. Could this get fixed up soon?

Re: VCU Side Event Weekend 2016

Posted: Mon Jun 27, 2016 11:00 am
by Beevor Feevor
By approximately when will we know a full schedule for this tournament, for those of us who may be only able to make one of the days?

Re: VCU Side Event Weekend 2016

Posted: Mon Jun 27, 2016 12:44 pm
by mkumar
Everyone,

Sorry for the confusion, I have given everyone that has reached out to me thus far access to the other spreadsheet to sign up individuals for each event.

Apologies,
Megh

Re: VCU Side Event Weekend 2016

Posted: Mon Jul 25, 2016 2:13 pm
by mkumar
Hey everyone,

Just a reminder that the deadline to sign up and form teams for the Side Event Weekend is next Thursday, August 4th, at 6 PM EST. After that deadline, we will be forming teams out of the free agents and setting the schedule and will not be accepting any further changes or additions to the fields.

Re: VCU Side Event Weekend 2016

Posted: Wed Aug 03, 2016 10:17 pm
by i never see pigeons in wheeling
Reminder that BURI will not, in fact, be happening.