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Old February 10th, 2013, 11:50 AM
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How to Host Your First Heroscape Tournament

So You Want to Run a Tournament

This thread is a primer for all of you who are thinking about running a tournament but don’t know where to start. I’m trying to walk a fine line between giving you enough information on the one hand, and giving you too much so you’re intimidated or too bored to read it all on the other hand. Try to bear with me.

Here it is in a few easy steps. Remember, as you’re reading, the number one overriding goal is to have people attend. That is more important than *anything* else.

1. Identify your location: Normally it will be a FLGS (friendly local game store). Many of these have a few tables available for Magic (or whatever) tournaments or some other type of gaming space. If your favorite FLGS does not have much space, or is not conveniently located for other attendees, look around on the internet and see if you can find a different shop. I know the first shop I identified as a good site for tournaments was, without me ever running an event there, soon replaced with a *much* better one, at a great location and with a much better atmosphere. Some shops want you to pay for the use of their space; this is the kind of thing you'll have to weigh into the calculations later. You shouldn't have to lose money to run a 'Scape tournament.

So look around, find a good shop.

If you really and truly have no available FLGS, you may also find space at a public library. I’ve attended one of those, it works. They often have some space. You might have to pay some small amount of money for it; if so, pay for it out of tournament fees.

Get a rough idea of when the shop might be available for your tournament.

2. Put up a thread here in the ‘Scapers Events subforum announcing you intend to have a tournament, and roughly when you intend to have it.

A few words about announcing your event:

2.a. Remember you are reaching out to people beyond those who you already know. I still, after several years of running tournaments near Annapolis, Maryland, have people posting in my event threads that they will come and this will be their first tournament ever.

In order to attract those people, take care to *sell* your event in your thread. Make it sound like it will be fun because it *will* be fun. Make it sound like there will be a good group of people because, if your group is like my group, there *will* be a good group of people there. Remember you are not just writing for your buddies and the guys you’ve already met, but you’re writing for the lurkers who are thinking about it.

The following are things you can pick without consulting with your attendees in the Heroscapers thread, or you can seek their input. Pick some things yourself; seek input on others:

2.b. Now is the time to pick a date. You may wish to consult with your fellow attendees, or if your schedule or the shop’s schedule are rigid you may prefer to have the date already selected. I think Saturday afternoons tend to get more people than Sunday afternoons. Make sure you know what time the shop can let you start and what time the shop needs you to finish.

2.c. Now is also the time to pick a format. Again, you may wish to consult with your fellow attendees, but you also may choose just to pick one. There are roughly 1,000,000 formats. I discourage a novice TD from doing anything too far out of the ordinary.

Most tournaments need about an hour a round. Leave about 30 - 45 minutes for clean up and prizes after the last round, and leave about 45 minutes for setup at the beginning.

2.d. Tournament fees: I do five dollars for each person. Every penny goes to buy gift certificates in some suitable denominations for the prizes for the tournament. Some people do prize tables, but unless you really have some way to get stuff to fill them, I recommend collecting $5 from everybody and getting gift certificates. Collect more if you need it to cover the overhead for using the space.

2.e. C3V/SoV: This is a tricky decision. I allow them at my tournaments, because some of my attendees, including myself, think they’re pretty awesome and they are a healthy expansion of the competitive metagame. There is absolutely a danger that they will turn some people off, though. The wide selection of units added to the canon through the C3V and the SoV have been heavily tested and will not hurt the metagame. There's a link in my signature box, below, to the threads.

I will add as an additional consideration that if you, personally, are not roughly familiar with these units you should consider not allowing them at a tournament. If one of your attendees can answer questions, though, then maybe go for it! Remember, when making this decision, Rule 1: Get people to show up. In my experience, allowing C3V & SoV draws more people than it turns away.

2.f. Maps: Choose good maps. This is important. Playing on maps that aren’t competitively balanced is the single most frustrating thing for me at tournaments. Look at the organizations currently (or recently) approving competitive maps, look at maps that have been used in tournaments before with positive feedback. Look at maps from the masters of competitive mapbuilding. I know it sounds terrible to say because there are so many fine mapmakers with fine maps on this site, but keep your standards high. Remember the good ones and reuse them sometimes.

Get people to bring maps. People won’t want to volunteer right away, but hopefully near your tournament date enough people will volunteer to have enough for your event.

2.g. Remember, we’re still talking about your announcement here on ‘Scapers. Tell people what they need to know about parking and food.

2.h. Pairings and determining a winner:

(1). The traditional method of pairings at Heroscape tournaments is the “Swiss System.” In the Swiss System, take the 16 attendees and pair them against each other in Round 1. In Round 2, take the 8 winners, who are all 1-0, and pit them against each other, and the losers play each other as well. After Round 2, the players will be either 2-0, 1-1, or 0-2. Group them accordingly. There will be a shrinking group of players who are unbeaten; they will be 3-0, then 4-0, at which point (in a 16 player tournament) they will be playing each other for the only 5-0 record and the tournament win.

You will have players tied 4-1 and 3-2 and so on. Traditionally these players are ranked by “partial card scoring,” which is to say the amount of damage they inflicted. If I kill all of your Krav Maga Agents I get 100 points; if I kill 2 of them but 1 survives I get 66. If I kill Kaemon Awa (4 life, 120 points) I get 120 points; if I put 1 wound on him I get 30 points. Add it all up at the end. “Full card” scoring works the same but without any points for wounding things.

There are minor variations. For games that get called on time I have a rule that the winner gets the full value of the loser’s army, even if he or she still has a few units hanging around; otherwise I’m punishing the winner because they ran out of time. Other TD’s give only partial card scoring for winner and loser in the event of a game running out of time.

The tiebreaks at my tournaments are a bit more complicated but I like them more. See the appendix for further thoughts on tiebreaks in my tournaments.

2.h.(2). This post would not be complete without a reference to the “Rolling Rumble” format. That involves games without structured rounds, so people just play whoever is available.

I’ve never run or attended one of these events, I don’t think they’d serve my local group well for various reasons, but they may work for you. I leave it to one of the advocates for that system to post a link & explanation.

3. The event itself:

3.a. Bring maps already constructed, if you can. *Especially* if you’re the tournament director, it is a pain to construct them as you’re preparing to begin the event.

3.b. Have a kldonnelly. At my events, kldonnelly helps with the paperwork. I would be lost without her.

If someone understands how to do pairings and can help, count yourself lucky and say thank you.

3.c. Check in with the shop periodically before the event. That’s important because they need to know how many people to expect. Also, at least once and possibly several times they will not have you on their calendar, and you will have to remind them. Also, if you are clancampbell, they might close without telling you, and you will have to find out at the last minute and move your event to the library. Stay on top of them.

3.d. Have fun. Even if you are by nature a fiery competitive type, set the tone for your event by being relaxed and having a good time.

3.e. Use name tags. You can find them at any office supply store and many drugstores. They make the whole thing more social.

3.f. After our events, I go through the whole list of finishers from the bottom to the top, saying a word or two about everyone, so everybody can get a little round of applause.

Acknowledgements and disclaimer:

I do not claim to be a great tournament director. To the extent that I’m decent, it’s only because clancampbell set a good example for me. Mostly I claim to be an experienced tournament director who took a few minutes to write this down. I encourage others to supplement as necessary, below. Many thanks to kldonnelly, and shaugville before her, for all their help over the years at my occasional events in Savage. Also many thanks to The Family Game Store, in Savage, Maryland, which I highly recommend to any board gamer, Heroscaping or not. Many thanks to all my tournament attendees, ever, for being awesome, and also do drewcula, for tricking me into TD'ing the first time and being my co-TD at it.

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Last edited by Dad_Scaper; October 2nd, 2022 at 09:44 PM. Reason: updated 10/2/22
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Old February 10th, 2013, 11:51 AM
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Re: How to Host Your First Heroscape Tournament

Appendix:

The Swiss System: My Alternate Tiebreak Method
Spoiler Alert!


Further thoughts on allowing SoV/C3V/C3G/whatever
Spoiler Alert!


Maps & the BoV
Spoiler Alert!


Sample formats
Spoiler Alert!


My Favorite Format
Spoiler Alert!


Transporting maps
Spoiler Alert!


I'm Not Really Talking About Online Competitive 'Scape
Spoiler Alert!


AliasQTip's Customizable Tournament Sheet

Sample Tournament Announcement

More Thoughts On Where To Hold Your Tournament
Spoiler Alert!

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Last edited by Dad_Scaper; August 10th, 2014 at 10:39 PM.
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Old February 10th, 2013, 12:34 PM
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Re: How to Host Your First Heroscape Tournament

Very nice! I haven't had time to read it all, but what I have read looks really good.

Have you asked to get it stickied?
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Old February 11th, 2013, 08:19 PM
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Re: How to Host Your First Heroscape Tournament

Quote:
Originally Posted by Dad_Scaper

2.f. Maps: Choose good maps. This is important. Playing on maps that aren’t competitively balanced is the single most frustrating thing for me at tournaments. Look at the BoV, look at maps that have been used in tournaments before with positive feedback. Look at maps from the masters of competitive mapbuilding. I know it sounds terrible to say because there are so many fine mapmakers with fine maps on this site, but keep your standards high. Remember the good ones and reuse them sometimes.

...

There are good maps all over the place. I don't care for all the maps in the BoV and there are many outside it I like very much. I, personally, am a big fan of maps by mad_wookiee, gamebear, and dignan; if you realize there are maps you like you should look for others created by the same people.
Just wanted to post a small follow-up comment to the thoughts above, as someone who is not a master of competitive mapbuilding but still makes maps that see play at tourneys. I think Dad_Scaper is totally correct about being choosy - if a map determines the outcome of a match before players take a turn that's no fun for anyone. But in the event you do choose a map that shows this kind of weakness, I recommend letting the designer know what the issue was (especially if it was one of mine!).

While the 3 masters referenced are unquestionably capable at their craft, I'd point out that at least 2 of them are from places with very established tourney scenes (GB is a total ninja so I'm not sure about him). Being part of a solid tourney scene gives the benefit of more intense scrutiny and playtesting than realized through casual play amongst weaker players. It also exposes a map to match-ups the builder may not have thought of - and this is likely to happen more frequently as SOV/C3V catch on.

So be a friend to your map-making brethren and tell them about the issues. For myself, I expect and can handle the criticism - it's the silence that kills.

Cheers,

~tgx
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Old February 11th, 2013, 09:03 PM
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Re: How to Host Your First Heroscape Tournament

Quote:
Originally Posted by Xorlof View Post
I *love* the "number one goal" reality check. Terrific.

There is no local Heroscape scene that I've been able to find, but your post has inspired me to try and start one. I've got lots of questions, but will start with just a few. They are random, and not necessarily the most important issues, but I'll circle back round and get to everything eventually.

1) Regarding the #1 goal. Any recommended venues for advertising your tournaments beyond heroscapers? Do you have luck on BGG or in FLGS bulletin boards, etc?
Good question about BGG! I've gotten a few people off my BGG announcements, including Sagrilarus, who showed up with his whole family and said such nice things about us at Fortress Ameritrash. So I recommend it.

You're in a college town with nothing, which makes it tricky. The goal would be exposure for the game. Find one or two people to play with, go to a public-ish place, see what happens. There are lurkers here, but I wouldn't count on enough of them to fill out brackets. Maybe a game day?

Quote:
Originally Posted by Xorlof View Post
2) Does the $5 turn anybody off that you're aware of?
No. Next question.

It sounds like you may be doing a game day or something anyway, just to see what action turns up. You can also, if you're worried about it, offer a pack or some extra stuff you have laying around as a prize for first place and skip the entry fee.

The only thing that matters is Rule 1.

Quote:
Originally Posted by Xorlof View Post
3) FLGS may not be an option for me. One has no tables (I think?). The other recently moved and I'll have to check them out. Regarding the library option, you didn't exactly give it a ringing endorsement. "I’ve attended one of those, it works." Is there something inherently better about the FLGS? I'm pretty sure our library is going to have a cleaner facility! (I'm also considering hosting it on campus since rooms are available cheaply). Any concerns with hosting it at someone's house if they have the tables and generous space in the basement beyond the risks of inviting complete strangers to your house?
I've hosted an event for my kid, a few of his friends, and a friend of mine at my house. It was fun! And the library was my first ever tournament. It worked fine, with lots of space. Very clean. The great thing about a FLGS is the built-in prize system of gift certificates, and normally nearby food options. Which may not be the case at the library.

But check it out.

If you're at a college campus I 100% guarantee that there are many suitable locations on campus, many multi-purpose rooms, which would give you the advantage of exposure, too.

Quote:
Originally Posted by Xorlof View Post
4) Recommendations for the "flow" of the tournament? People show up, check-in at a table, get registered/armies looked over (?), get name tag, then...
You make it sound so orchestrated!

I normally have a deputy or two collecting money while I try to make sure everyone's filled out a tournament sheet. Then about half way through round 1 I realize I didn't count up all the money, so I'll count the money and be short $5, at which point I stand up and say "Hey, did everybody give me money?" And then what happens is one of my kid's buddies will say "No, I forgot." And then I'll say "Ok, don't forget," and then he gives me money.

Your mileage may vary. Also put the name tags with markers next to the sign up sheets. People know what to do.

Quote:
Originally Posted by Codeman View Post
Not sure why another stickey as we already have:

http://www.heroscapers.com/community...ead.php?t=2117

Which has alot of good information on hosting HS tournaments.
It certainly does. It's a good thread packed with some helpful information. It is not, however, a primer for newbie tournament directors, and I wanted to put together what I knew for some one-stop-shopping.

Quote:
Originally Posted by Codeman View Post
I can agree with much of what was posted, however I have to say I would not get put a lot of emphasis on holding the tourney at a Hobby Shop or Game Store... while they are ok I think public areas give the game much more exposure as well typically give your gamers more room and most likely a nicer venue to play - IMO.
Funny, I read this right after I posted for Xorlof, above. I agree 100%. For me, in my area, the game shop works great. We are not starving for players and people like the easy access to the game shop and the gift certificates, and they have dedicated gaming space and open gaming night right after we're done on Saturdays.

Your mileage may vary; clearly Xorlof's may; the number one rule is do what's right to get people in your community to come to your event.

Quote:
Originally Posted by Codeman View Post
I'm good with a nomial fee to get in they tourney ( which goes 100% toward prizes ) but you stopped short of having the tournament host also look for other prizes in the way of donations or better yet promotions. I've taken pride that the Tree Town Open always have sent all the gamers home with many more $$ worth of prizes than they spent in their entry fee.

I can go on forever talking about tournament planing... I think even the First Tree Town Open was planed well, but I can say every tournament we learn something and can use that to improve the next. Basically just ask your self what did you like about a tournement you attended. What would have done to make it better... it is a simple recipe.

Anyway look forward to more HS tournaments ... hope more spring up here in the upper mid-west.
Yeah, the Tree Town Open is something pretty special. You guys have so many people coming that it's a completely different experience. It's great to see that many people gather every year.

Quote:
Originally Posted by tannergx View Post
Just wanted to post a small follow-up comment to the thoughts above, as someone who is not a master of competitive mapbuilding but still makes maps that see play at tourneys. I think Dad_Scaper is totally correct about being choosy - if a map determines the outcome of a match before players take a turn that's no fun for anyone. But in the event you do choose a map that shows this kind of weakness, I recommend letting the designer know what the issue was (especially if it was one of mine!).

While the 3 masters referenced are unquestionably capable at their craft, I'd point out that at least 2 of them are from places with very established tourney scenes (GB is a total ninja so I'm not sure about him). Being part of a solid tourney scene gives the benefit of more intense scrutiny and playtesting than realized through casual play amongst weaker players. It also exposes a map to match-ups the builder may not have thought of - and this is likely to happen more frequently as SOV/C3V catch on.

So be a friend to your map-making brethren and tell them about the issues. For myself, I expect and can handle the criticism - it's the silence that kills.
I try to put a few words about maps in my tournament reports, but I normally forget. That is outstanding advice, tgx. I also try not to reuse maps too much just to spread out the love for our fine cartographers.

And there are precious few good maps for the multiplayer FFA format I like so much...

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Old February 11th, 2013, 11:35 PM
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Re: How to Host Your First Heroscape Tournament

Quote:
Originally Posted by Dad_Scaper View Post
And there are precious few good maps for the multiplayer FFA format I like so much...
Hint noted. One of the things about the multiplayer format is there aren't standards for start zones and set limits. One of the draws of publishing 2 player maps is you know what's expected, and that they have a chance of being used if you meet those standards. The lack of standards is the reason I've never published any.

I'm also sure more than 1 map maker started building maps in pursuit of BOV honors. No such credential exists for multiplayer maps, so that excludes the glory seekers. When put together, I think these 2 issues explain why there are so few multiplayer maps published to choose from.

The above noted, I really like to play multiplayer casually, and will admit to mainly using Dignan's maps. Consequently, I've also become a fan of 14-hex startzones, which I think is also great for skirmish style maps - leaves room for a hero plus henchman and games go quickly.

I actually do have a few of my own multiplayer builds lying around. Perhaps I'll dust a few off and post them.

~tgx
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Old October 2nd, 2014, 09:59 PM
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Re: How to Host Your First Heroscape Tournament

Bumping this portion of the second post in the thread because of a conversation I was having in the wrong place with @kolakoski . Kol, who I think of as a friend of mine and I hope he thinks the same about me even though I haven't seen him in too long, is an advocate for "Delta" pricing. In Delta pricing, units have had their prices modified to balance them competitively. Major Q9 costs 210 (or whatever) instead of 180; Khosumet costs 45 (or whatever), and so on. It's a fine project & I applaud it. If I remember correctly, some time ago @CornPuff and others in the Pacific northwest ran an event with it, and I hope it was a big success.

I won't do it, though. I don't think I would *ever* run a Delta event. Do I think it's a bad format? No. But the people who attend my events are not students of the game. Most of them are not on this site at all, and of those who are, I'm the only regular who posts frequently. (Unless @Robber comes back? Magic 8 Ball says "Chances are slim."). If I ran an event in which every participant would be forced to recalculate the value of everything, I strongly suspect I would turn many people away. And that I will not do.

Quote:
Originally Posted by Dad_Scaper View Post
[R]emember, young padawan, Rule #1: The number one priority is get people in the seats. The goal is *not* to build the perfect tournament format and wait, like a burrowing spider, for your prey to come near your event so you can leap out into the hall, grab them, and pull them down into your hole so you can demonstrate the genius of your format/customs/whatever.

* * * * * *

When you are dealing with people face to face, think about who you want to attend. What their expectations are. Are you communicating with them effectively. I have a number of younger players in my local scene, and a number of players who are not on heroscapers.com or do not have large collections. I would not run a Take 2 event, because those players will likely feel intimidated as they prepare and exhausted by Round 3 on tournament day, from dealing with all the possibilities and extra brain power involved in that format. It doesn't work for my people, I wouldn't do it. Not because it's a bad format, but because I am in the service of my people. If your people are all heroscapers.com regulars, and that's what they want, go for it.

These things are terribly important, for the face to face competitive scene to remain viable. Make your events memorable, make them welcoming, and make them something people want to come back to again and again. It doesn't matter if you have implemented the perfect format, if you are scaring off the members of the congregation whom you most want to convert.

* * * * * *

Rule 1, and all that.
So. @Taeblewalker is making the trip down from NYC on 10/18/14; I hope @chas , @Sherman Davies , and/or kolakoski will be able to join him. But I won't be running a Delta event, because for me, for my peeps, it violates Rule #1.

In the past, others have suggested that my opinion that Delta (or whatever) wouldn't work for my group is wrong. I'm open to that argument! But I want to see you, dear reader, put your money where your mouth is. Demonstrate that it'll work by running the events, and I'll read about them, and then I'll decide for myself.

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Old February 10th, 2013, 12:39 PM
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Re: How to Host Your First Heroscape Tournament

Yes. When your time comes, read the whole thing.

Thank you for the kind words.

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Old February 10th, 2013, 01:01 PM
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Re: How to Host Your First Heroscape Tournament

Just finished reading the whole thing. Defiantly very well written.

Perhaps you should create links to SoV/C3V, and BoV display threads. I have encountered TDs who didn't know what SoV/C3V, or BoV is, and it may simplify things for them.

Hope you don't mind my

Very nice job!

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Old February 10th, 2013, 01:02 PM
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Re: How to Host Your First Heroscape Tournament

This is very good advice, D_S. It'd be a while before I ever hosted a tourney, but if the time ever comes this thread would help a lot.
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Old February 10th, 2013, 04:42 PM
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Re: How to Host Your First Heroscape Tournament

Quote:
Originally Posted by Dad_Scaper View Post
I do not claim to be a great tournament director.
No need to claim it, you just are a great TD. Thanks for making LoB and me feel welcome and relaxed from day one.
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Old February 10th, 2013, 07:05 PM
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Re: How to Host Your First Heroscape Tournament

Thanks, GO. In years gone by I've also been a TD for chess and MtG tournaments. Heroscape tournaments are the best tournaments because Heroscape attracts the best players. And that means you!

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