An event is held at a public venue at regularly occurring intervals and could include multiple tables or sessions. Public events are held to encourage new players to join the community.
Choosing which games to schedule requires a balance of offering games for the existing player base while integrating new players. It is also important to be aware of what other organizers in the area are scheduling and coordinating with them to ensure the community can find plenty of games without over-saturation.
3.1. Player Base
A player base consists of the people who play at events — often, they are locals who attend public games at a game shop. They comprise a variety of game preferences, gaming/life experiences, and personalities.
3.1.1. New Players
Many VOs use new player kits that include a new Organized Play number, a letter or business card that provides contact information for the local Venture Officers, a link to where players can sign up for future games, and how to find Organized Play rules on the Paizo website.
Understanding the player’s familiarity with the game can help the VA tailor the experience. For players with little game system experience, it may be beneficial to ask a more seasoned player to assist in answering their questions while the Game Master (GM) runs the game. Pairing new players with a patient or trusted veteran helps teach new players the basics and sets an example. This also gives public recognition to the veteran player.
3.1.2. Regulars
Organizers should be aware of the gaming habits and interests of regular players in their community. It can be challenging to provide more advanced experiences for veteran players while also providing opportunities for new players to join. It is important to encourage and provide opportunities for experienced players to step into Game Master role.
3.1.3. Attrition
Be aware of player attrition. The episodic nature of organized play allows players to come and go as their availability permits. Organized play isn't for everyone, and some players will only attend one game. Sometimes, a person's schedule will change and they won't be available to attend events anymore. It's natural for some players to pass through for a time, or to leave and then return.
3.2. Event Rhythm and Tone
An organizer should try to arrive early and have something on the table, such as a blank flip mat or signage, to let people know they’re playing a game. Arriving early affords the VO time to have a conversation with players who wish to — Organized Play can be a social event, too. That said, ensure games start and end on time.
3.3. Locations
Anywhere that has a table is a possible location. The owner of the space must give permission. While homes can be used, this handbook will focus on public spaces and public games. When interfacing with the host, consider their motivations: What do they want to achieve? How can Organized Play help them achieve that goal?
3.3.1. Retail Game Stores/Friendly Local Game Stores (FLGS)
A game store’s goal is to build retail sales. When talking to store employees or owners, it may help to emphasize a positive community and store support. Store support can take the form of the Retail Incentive Program, as well as informing the owner of new products that your players would be interested in. Many VOs print out the terms of the Retail Incentive Program to give to store owners.
Work with the store to plan events well ahead of time so they know how many tables to reserve. Often, gaming stores have a calendar on which they will advertise your event. If the venue will allow it, it can even be good to have a GM around who can jump in and run a beginner event for walk-ins.
3.3.2. Non-Gaming-Related Public Venues
Libraries and schools, restaurants, family-friendly breweries, cafés, and other locations have a different array of goals than retail stores. Organized Play’s presence may help drive additional foot traffic, but this should not alienate others who are using the space. While a public non-retail location might offer advantages that a store does not (such as privacy), they serve a demographic that often needs quiet.
Keep head counts, communicate with the host, and confirm the count with them in advance. Often, these spaces are far less flexible than a game store. Develop an understanding of what is important to the non-game store space, and respect that need.
3.3.3. Tips to keep your relationship with the venue happy
Whatever the type of location, there are certain things the VO can do to enhance and maintain a harmonious relationship with owners.
Clean up after yourselves.
Be proactive: follow venue rules and talk to players who break them before owners need to. Many public venues have children; try to keep in mind that OP events are often for ages 13 and up.
Be sociable: put a little effort into saying hello before the game, and saying goodbye after you are finished cleaning up. Check-in with them from time to time to see how they think your events are going.
3.4. Game Master Support
Check-in with GMs before an event and get to know them; make sure to thank them for volunteering their time.
Keep an eye out for opportunities to support your GMs — for example, if they are struggling with questions, go over and offer to help. Be aware of common questions for the systems (including FAQs and Errata) so you can help clarify rulings. For an item not covered by errata, rules, or FAQs, the Game Master has the final say but the VO can offer guidance based on their experience. In cases of player death or other PC-centric crises, a VO can pause the game and reach out on the VO Discord for immediate clarification or assistance.
Venture-Officers who have a laptop or tablet with them can often complete reporting on the same day of an event — or even before players leave the table. No matter what tools a VO has at their disposal, they must establish a strong cadence of reporting sessions. VCs and VLs should work with their VAs to ensure sessions are being reported, communicate with them, and if needed assist the VA in unblocking any issues.
Keep an eye out for GM burnout. This can happen when one player steps up an inordinate amount of times to run games… and it can also happen to VAs. A VA can show appreciation for GMs by running special games or modules for them. A VA who’s getting burnt out should prioritize GM recruitment; paradoxically, it may be a net good to let a table here and there fail to muster due to a lack of GM instead of stepping up. When players see that games don’t happen without GMs, the ones capable of running games will often step up.
3.5. Regional Support Program
Organized Play events have a variety of regional support benefits such as increased Achievement Points. VAs should check in with their VCs to see what steps are needed to get their events approved, as each region follows its own guidelines and approval process for Regional Support. This page contains multiple Organized Play policies. To get to the Regional Support Program, go to the Paizo Organized Play Policies page. The Regional Support Program is described in the right column under the Event Support Programs heading
3.5.1 Regional Support Program Eligibility (2024)
The following events are eligible for the Regional Support Program (RSP):
- Regular gamedays, defined as locations that run at least one game on a consistent, predictable schedule
- Small events, defined as any event with a defined start and end lasting no longer than seven (7) days, running at least one Pathfinder or Starfinder Society table
- Events running 15 or more tables should apply for Event Support for additional rewards
3.5.2 Regional Support Program Methodology (2024)
RSP is assigned to regular gamedays every year, meaning a venue only needs one code running from January 1 - December 31.
A new code must be created for 2024; previously used event codes cannot be assigned RSP more than once.
Venture-Officers requesting RSP should email their Regional Venture Coordinator with the following information:
- Event name
- Event code (generated on paizo.com)
- Event schedule (date and time run, e.g. “every Monday at 6 pm” or “alternating Thursdays at 7 pm”)
- For small events, this should be the event duration, e.g. “January 1 at 9 am to January 2 at 5 pm”
- Systems run (PFS2, SFS1, PFS1 and/or PACS)
- Supervising venture officer
- Any other information as requested by your RVC
RVCs should then forward this information to the OPC at organizedplay at paizo.com. If the location is running PFS1 or PACS games, the RVC should send the supervising venture officer that year’s boons, which can be found pinned in the RVC channels on Discord.
3.5.3 Regional Support Program Rewards (2024)
Achievement Points earned at RSP events for PFS2 and SFS1 are multiplied by 1.25, meaning players earn 5 Achievement Points for a scenario and GMs earn 10 Achievement Points.
For PFS1 and PACS games, all players have a 10% chance to win one of the boons from the 2024 RSP Boon packet, chosen at random by the organizer.
All GMs may download the 2024 RSP GM Boons for Starfinder Society and Pathfinder Society 2nd Edition, which unlock character options based on the number of games GMed in 2024.
3.5.4 Additional Plan Resources
3.6. Equipment and Tasks
Many VOs bring equipment to their events (some even work with the store owner to store equipment at the location). Here is a list of items that might be included in a VO kit (remember these are only recommendations and can be tailored to what works for your community):
- Table tracker logs for large events
- New player Organized Play ID cards (keep track of how many you hand out)
- Iconic Character Pregens for use by players
- A flyer or poster for the next event at that location
- A printed quest or evergreen scenario with chronicles ready
- “Welcome to Pathfinder/Starfinder” handouts
- VO Business Cards
- Tokens for players without minis
- Spare dice
- Extra pens and paper
- Clipboard/Combat Pad/index cards
- Power Strips
Make sure GMs understand their responsibilities; for example, the GM should know if they are responsible for issuing chronicles, including printing chronicles if they opt to provide paper chronicles rather than electronic chronicles.
3.7. Event Growth
New members replace the normal attrition that will happen in a player base. They can also energize the established players and develop into an influx of new GMs. Every location must have a way to broadcast information ahead of time; this is usually a web presence of some kind (and is strongly recommended); examples include Warhorn, Meetup, Facebook, and Discord.
3.7.1. Word of Mouth
Games that are well-run, timely, and fun will spark excitement. Players bring friends to entertaining games. Stores may tell customers who are looking for games about your event as well — especially if it has a reputation for fostering a welcoming atmosphere.
3.7.2. Fliers
Fliers are a tried and true method. Often, game stores, libraries, and public spaces have areas for fliers. Make sure to get permission from the space’s owner before placing any fliers.
3.7.3. Social Media
Some communities may use social media. VOs can leverage this to advertise their events. Often, this can take the form of a Facebook group, a Meetup group, a website, Discord, or more. There is no single best practice here. VOs should use the tools they are comfortable using. Some may even find it a best practice to maintain a single site to keep things simple; do what works best for your community and within your bandwidth.
3.8. GM Recruitment
Recruiting and training new GMs is critical to event health. Actively recruit GMs by asking players of appropriate temperament if they would like to try GMing. Creating an environment where new GMs feel comfortable volunteering will allow the event to grow. Some events kindly ask those who are comfortable doing so to GM once for every 5 games they play, though it’s important to remember that some players may never feel comfortable. Some VOs create yearly “GM 101” events so that experienced Game Masters can transfer their expertise to others. Samples of those documents are linked in the resources below.
3.9. Planning Ahead
Players need to know how to keep playing. This is usually achieved with a public calendar (such as Warhorn), updated on a cadence that works for the community (some events are updated monthly, quarterly, etc). The important thing to remember is consistency. Games should always have a start time, a location, a clear sign-up procedure, and a way to contact the VO with any questions.
Try to be flexible. For example, you can schedule more tables or allow a waitlist for a game that proves popular (up to your space and GM limitations). Regional tools like Discord, website forums, Facebook groups, and Meetup can help a VA gauge community interest.
3.10. Local Policies
Many events grow by creating policies that benefit their communities. As with other suggestions, any tailored policies must be in keeping with Paizo Organized Play rules. VAs are encouraged to talk to their VL or VC for help forming these policies. Here are some examples of policies used by lodges around the world:
- No-call-no-shows: After the second infraction the player is not allowed to reserve seats, but is welcome to walk in if there is room available.
- Illegal Characters: Pre-game audits are an option. Failing that, the player can play a pre-generated PC.
- High-level play being held up: The GM may want to carefully audit PCs, asking them to send their character sheets via email or to take extra time before the game.
- Overlong VTT Games: Recruit GMs at a 5-player cap.
Whatever the case, these policies should be understood by players. This is often achieved by publishing them on the signup website (such as the Warhorn event page), placing them on whatever welcome packet info the lodge has, and reaffirming them at live events.