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Local Coordinators

Local coordinators are volunteers who promote play, especially public play, in the D&D Adventurers League. They are the face of the League in local communities and at local events, where they help dungeon masters, players, and organizers participate in the League.

Summary of Responsibilities

In sum, the local coordinators are expected to:

  • Help maintain the League’s social media presence by:
    • Posting on the League’s global, regional, and local websites;
    • Answering League-related questions on such websites; and
    • Helping to maintain and expand the League’s wiki.
  • Support stores in their areas by:
    • Visiting them at least once a month to get to know players, DMs, organizers, and store owners and to answer their questions;
    • Advertising League-related store events in social media and at conventions;
    • Helping stores find players, DMs, and organizers; and
    • Helping stores join Wizards Play Network (WPN)
  • Support local and regional conventions by:
    • Identifying conventions that offer, or might want to offer League games;
    • Helping conventions to find organizers and DMs;
    • Advertising League games at conventions in social media;
    • Helping conventions to advertise in social media; and
    • Attending conventions.
  • Know League and D&D rules and procedures.
  • Attend local events to play and DM League games.
  • Playtest League adventures.

Primary Duties

Social Media Presence

One of your three primary duties as a local coordinator is to help maintain the League’s social media presence. You are expected to post regularly in your local and regional social media groups, in the League’s global Facebook group, in the Local Coordinators’ Facebook group.

Post in the local, regional, and global Facebook groups at least once a week. Post about upcoming events to help players and DMs find events and to help events find DMs. Post about events just past to show potential players and DMs what they missed. Doing so encourages them to participate at future events. Post news related to the League, such as product releases, FAQ updates, articles from dndadventuresleague.org, and podcasts and articles about the League and about local League events. Pose questions about League topics. Solicit feedback about League issues and projects. There are many terrific local League social media sites you can visit for ideas. Feel free to share from them into your site. We don’t all have to reinvent the wheel every week, after all!

Your regional coordinator may ask you to create and maintain a local social media website or share one with other nearby local coordinators. He or she may also ask you to serve as a moderator on regional social media sites. If so, you are expected to approve new members and new posts, weeding out those that are far off topic or that violate the site’s community standards, such as general commercial advertising, edition wars, and inappropriate language. When in doubt, you can always leave the request for the regional coordinator to review.
Answer questions about the League in the social media sites for which you are responsible. Use the hashtag #AL_LC to let people know you’re a local coordinator when you do. Try to cite the relevant page of the Player’s Guide and direct people to the wiki and FAQ at http://dndadventurersleague.org/sage/ when possible, to increase awareness of those resources. Direct questions about the D&D rules to other social media sites, such as the Wizards Community Forum at http://community.wizards.com/forums/132291.
Help maintain and expand the wiki. At a bare minimum, it’s your responsibility to maintain your entry on the Administrators page of the wiki. However, as a local coordinator, we hope that you will add information about the campaign in the Moonsea region, such as information about NPCs, locations, and organizations. Please avoid spoilers when you do.
When working with social media, do not use images and text unless you have the express written permission of the artist or author to do so. When editing the wiki, do not merely cut and paste information from adventures. Paraphrase it and use short quotes. See the thread titled “Links to Graphics We Can Use” in the Bazaar for good sources of graphics and the rules for using them, http://bazaar.dndadventurersleague.org/viewtopic.php?f=4&t=3.

Store Support

Your second primary duty is to support in-person public play at stores. Your regional coordinator will assign you specific stores and/or a specific geographic area.
Know what stores are in your area. If they’re members of the Wizards Play Network (WPN), they can offer D&D Encounters and D&D Expeditions regardless of their WPN level. If they’re not members of the WPN, they can still offer published adventures. The Wizards Store and Event Locator at http://locator.wizards.com/#brand=dnd lists the WPN stores in your area. Your region may have a document where you should list such stores. Check with your regional coordinator.

Visit stores that are within about a half hour’s travel of where you live or work. Try to make at least one store visit a month. If you are responsible for more than one store, do not only visit the store where you game, visit the other stores, too. Drop in on D&D Encounters and game days to get to know local players, DMs, organizers, and store owners. Making these contacts will help with your other duties. It will also give everyone a chance to ask you questions and give you feedback about the League.
During visits, tell people about other League events in the area. However, some store owners are protective of their customers and may not respond well to you talking about other stores where people can play. In such cases, just tell them about the League’s websites and that games are announced there. They’ll find their way to the other games in the area if they’re interested.
Call or email the stores that are more remote. However, if something takes you to the area of one of the more distant stores, consider visiting it, too. In person visits are the most effective contact! Remember, when you contact a store out of the blue, they may not have time to talk to you, and the person who may need to speak to you may not be there. Suggest making an appointment to call back and talk with the relevant person about the League.

There’s a lot of support you can offer a store. You can answer everyone’s questions. You can help find players, DMs, and people to organize games in the store. You can also advertise events in the League’s social media groups. You can help the store join the WPN, use the Wizards Event Reporter (WER), and schedule League games. You can also explain how the store can advance in the WPN, assign a “tournament organizer” to do the scheduling and reporting, and set-up an off-site location to support conventions and gaming groups such as school and military groups.

The WPN’s website at http://wpn.wizards.com/en/my-store has that information.

Convention Support

Your third primary duty is to support conventions. Determine what conventions in your area offer League games. Check whether they are on the League’s map at
http://dndadventurersleague.org/ConMap/ If they are not, add them by filling out the form at
https://docs.google.com/forms/d/1sPoE2XTcFUPXXNgYl9jAed5XDUCU4cI1OuQ0RE39G0s/viewform. Your region may also have a regional document where you should list such conventions. Check with your regional coordinator.

Find other conventions in your area that might be good candidates for League games. Game conventions are an obvious place to start, but many anime, comic, cosplay, and SF and fantasy conventions have gaming or would like to offer it. Note those conventions. Don’t add them to the convention map, but talk to your regional coordinator about expanding into them.
Get to know the individuals who organize League games at local conventions and offer to help them out. You are not expected to organize games at conventions, but many local coordinators do, and you are certainly encouraged to do so. However, you are expected to support conventions by finding individuals to organize games, finding DMs, and advertising conventions. Moreover, you are expected to help conventions form relationships with stores so that the stores can order magic item certificates for the conventions, and so that the games at the conventions can be credited to the stores to improve their WPN standings.

You should help convention organizers receive support from the League and from Wizards. Direct them to the forms at http://wizards.custhelp.com/app/answers/detail/a_id/2256 for requesting convention and at http://wizards.custhelp.com/app/answers/detail/a_id/1784/~/convention-support-%26-special-guest-requests for requesting special guests. You can find a list of potential special guests on the Bazaar at http://bazaar.dndadventurersleague.org/viewtopic.php?f=4&t=47. Work with your regional coordinator to get regional previews and the magic item trading post, Fai Chen’s Fantastical Faire, for conventions. Help convention organizers create posters and flyers by directing them to the graphics resources discussed above regarding social media.

Conventions are a great place to advertise local games! Create flyers listing where players can play League games and give them to the convention’s organizers to hand to participants. Ask in the local coordinators groups for examples. Be sure to include all stores in your area that currently offer League games as listed in the Wizards Store and Event Locator.
You should attend all local conventions, and attend regional conventions when possible. Conventions are a great place to connect with a large number of local players, DMs, organizers, and store owners. Going to conventions, whether to play or DM games, gives those individuals a chance to get to know you, ask questions, and provide feedback. You might even want to offer a formal Q&A session or seminar on how to organize League games, how to DM, or what’s going on in the League at your convention. If a regional coordinator, League administrator, or Wizards employee is offering the trading post at the convention, you should help run it.

If there aren’t many local conventions in your area, consider starting one! A “Weekend in the Moonsea” event, a one or two-day mini-convention offering D&D Expeditions, held at a game store, library, or community center, is a fun event that is simple to organize. Ask your fellow coordinators and your local gaming community for advice and assistance.
The League is preparing documents about supporting and organizing conventions. Be sure to consult them!

Rules, Knowledge, and Running Games

You have a number of additional responsibilities as a local coordinator:

Know the Rules

Local coordinators who do not know the rules of D&D or of the Adventurers League are not terribly effective. Therefore, you are expected to be familiar with both the League’s rules and the D&D rules. Make sure you read and understand the Player’s Guide and any season-specific rules, such as the Elemental Evil Player’s Companion in the Elemental Evil season, so you are prepared to answer questions by players, DMs, store owners, and organizers.

Know the Procedures

You are also expected to know enough about organizing League events, the WPN and the WER to assist organizers and store owners. At the very least, you should be very familiar with the material presented on the “Start Here” pages.

Ideally, you will educate yourself about how the WPN and WER work. There is an explanation of the WPN structure at http://wpn.wizards.com/en/join-wpn and there is a good video demonstration of how the WER works at https://www.youtube.com/watch?v=5cJNmAE2SyY.

Attend Local Events

You are expected to attend local D&D Encounters nights, game days, and local conventions to maintain a visible presence of the League’s campaign staff in your area and to help you get to know players, DMs, organizers, and store owners. Frequent attendance at local League events lets everyone know who they can turn to when they have questions or complaints and when they need support. You are expected to attend all local conventions and as many regional conventions as you are able.
Attend the Big Three: You are encouraged, but not required, to attend Winter Fantasy, Origins, and/or Gen Con each year to meet with other coordinators, to help run League events, and to answer the conventions’ attendees League-related questions.

Play and DM League Games: You are expected to participate in in-person, local League games (DMing or playing) at least once a month. Playing and DMing League games ensures you stay familiar with the D&D and League rules and that you interact with local players and DMs.

In addition, you are expected to DM at least three slots of reportable games (e.g., at stores or conventions) each year. We hope you will DM much more than that. DMing supports the League by easing the DM shortage. It also has a host of other benefits. It gives the regular League DMs a chance to play, ensures that you are familiar with how League adventures are structured, and ensures you understand the issues DMs face and will present to you for assistance.

Playtest: You are expected to support the League by participating in the playtesting of new content. Thorough playtesting improves the quality of the League’s adventures! It also prepares you to advise local DMs on how to run adventures.

Email Robert Adducci at community@dndadventurersleague.org to be added to the League’s playtesting list. You can organize a local playtesting group, or you can participate in online playtests. Online playtesting of D&D Expeditions is a perk reserved for coordinators and League administrators. To participate in an online playtest, watch the Bazaar and the local coordinator’s Facebook group for posts announcing games.

Dispute Resolution

As a local coordinator, local players, DMs, store owners, and organizers may look to you to make complaints and for help with disputes and problems. You are welcome to try to help them if you wish. However, it is important to remember that coordinators and League administrators are not the League’s police. It’s our job to provide information to our local communities, take feedback to the League, and support local gaming. If someone is breaking the rules, whether the D&D rules, the League’s rules, or the WPN’s rules, it’s not your job to investigate or punish anyone. If it were, you could quickly find that your local gaming community is unwilling to work with you for fear that you will report a violation or take some sort of disciplinary action.

Therefore, if you receive a complaint from a player, DM, or organizer about a store, tell them that they can anonymously refer the complaint to the WPN by going to the store’s page within the Wizards Store and Event Locator. If you receive a complaint from a store about the WPN or Wizards, suggest that the store take up the complaint with the store’s WPN representative or Wizards retail support.

You can certainly mention problems to the store owner. It is, after all, our job to support store participation in the League. If you do mention a problem to a store owner, be sure to present it as information you are giving the store to help it correct a problem, avoid a complaint, or avoid trouble with the WPN, and be sure to remind the store owner that it’s not your job to police the store – you’re just trying to be helpful.

If you receive a complaint about a player, a DM, or an organizer, remind the individual that DMs and organizers are responsible for conduct at events. The Code of Conduct section of the Player’s Guide offers players, DMs, and organizers advice on how to resolve their disputes.

Tread carefully if you become involved. Consider asking your regional coordinator and/or the other coordinators for advice. Because it’s your job to support local players, DMs, organizers, and stores, work to preserve your relationship with each of those as you seek to assist in resolving the problem. Often, pointing an individual to a rule can help resolve a situation. Knowing the League rules and the rules in the Player’s Guide are essential in this regard.

Succession and Expansion

The League anticipates that there will be some natural turnover in positions as coordinators and League administrators move, have families, become ill, change jobs, etc. The League also anticipates that it will require more coordinators as it grows. To ease such transitions, all coordinators and administrators in the League are expected to actively recruit and groom their successors and additional coordinators.
Pick someone you think would make a good coordinator if you had to step down. Recruit him or her to help you in organizing and advertising local events. When asked to name candidates for new coordinator positions, or if you have to step down, recommend the person to your regional coordinator.

Other Duties

The list of duties presented here is not exhaustive. Your regional coordinator and the League administrators may ask you to assist with other projects, some voluntary, others mandatory.

Part Two – What You Need To Know

Time Commitment

You are only expected to devote about two hours a week to your duties, in addition to any time spent playing, DMing, or organizing events. If you find your duties are taking more time than that, talk to your regional coordinator about your workload, the region’s priorities, and the possibility of appointing another local coordinator for your area to help carry the load.

Your Area

Your regional coordinator will designate the geographic area, stores, and conventions for which you are responsible. Generally, you are expected to live and/or work in the area you serve so that the players, DMs, store owners, and organizers in the area have regular contact with you and, through you, the League. If you learn you will be moving out of your area, contact your regional coordinator so he or she can work on recruiting your replacement.

Your Regional Coordinator

You were appointed by and work for a regional coordinator who administers one of the League’s many regions. You are required to communicate with your regional coordinator regarding the performance of your duties and to receive information important to the performance of those duties. Each regional coordinator has his or her own requirements in this regard. Those may include:

  • Participating in a Facebook group for the region’s local coordinators;
  • Participating in phone calls or online meetings; and
  • Drafting form or email reports.

Let your regional coordinator know about events in your area, issues that have arisen at stores and conventions, feedback you have received about the League, suggestions you have about improving the League, and what you are doing to support the League.

Communication with the D&D Adventurers League

You are also required to communicate with the other local and regional coordinators and the League administrators. The League has set up special Facebook groups for this purpose. The purpose of this groups is for the coordinators and administrators to discuss the League. When a problem arises, the League’s coordinators and Administrators can discuss it in these forums and present a unified front to the campaign.

Attitude and Opinions

Local coordinators are highly visible in the gaming community. The things they say can reflect upon the League, D&D, and Wizards of the Coast. Therefore, coordinators should maintain an enthusiastic, positive attitude about the League and be respectful and approachable in public, both in League-related social and in person at League events and in other gaming environments.
Be supportive of the League, the League admins, and your fellow coordinators.

You are most definitely entitled to your own opinions, but take care to express them in ways that clearly indicate that you are only speaking for yourself, not on behalf of the League or Wizards of the Coast.

Local gamers will look to you for information about the League and D&D. Feel free to try to answer! However, it is important to remember that you do not speak for either the League or Wizards. If you express an opinion on a matter, make clear that you are expressing your personal opinion, not an official League or Wizards opinion. If you are asked a question to which you do not know the answer, or someone wants to debate a complaint about the League with you, offer to refer the matter to your regional coordinator and suggest the individual take the matter up in a regional or global League website.

Restrictions

The League places a few restrictions on local coordinators:

Local Coordinators Cannot Be Store Owners or Employees: Local coordinators are expected to support League play in all stores in their areas. The potential for a conflict of interest presented by asking game store owners, or even employees, to support games in competing local stores is too great. Therefore, game store owners cannot be local coordinators, and game store employees can only be local coordinators in rare circumstances.

No Blocking

The League relies heavily on social media, particularly Facebook, to communicate with players, DMs, store owners, organizers, and coordinators. Blocking people in social media interferes with this communication. Therefore, local coordinators are prohibited from blocking other local coordinators, regional coordinators, and League administrators on League-related social media. Local coordinators may block others, but are urged to use blocking only in extenuating circumstances. When you feel it is necessary to block someone, inform your regional coordinator so that he or she can help you deal with any backlash from the blocked individual.

Perks

There are some perks that go along with being a local coordinator:

Our Thanks

The primary reward for being a local coordinator is the knowledge that you are helping your local gaming community grow and thrive, as well as the gratitude of that community, your regional coordinator, and the League administrators. In addition, as a local coordinator, you will be one of the first to learn about developments within the League.

Playtesting

Playtesting is both a duty and a perk. The League has made an exception to the online play rule for coordinators engaged in a playtest. Coordinators can participate in online playtests of D&D Expeditions without streaming the games so long as a League admin or regional coordinator participates in the game (as a DM or as a player). It’s a great way to get to know other League coordinators from around the world. You get first crack at playing Expeditions, while at the same time helping to shape their development.
Other Perks Are in the Works: The League is working on other perks, which may include special campaign t-shirts to identify you as a local coordinator at League events and special, limited edition certificates for you to give out at local conventions and game days.

Suggestions Are Encouraged

The League welcomes your suggestions about future perks for local coordinators. However, keep in mind that the League’s budget is extremely limited. Therefore, most perks will be intangible (such as online playtesting of adventures and the ability to distribute special certificates) or digital, and you may be asked to contribute toward physical items (such as purchasing your own t-shirts at cost).

Questions, Concerns, and Suggestions

If you have any questions about these matters, any concerns about your role as a local coordinator, and any suggestions to improve the League, contact your regional coordinator and make use of the Local Coordinators’ Facebook group.

Robert Adducci
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Robert Adducci

Adventurers League Community Manager at Wizards of the Coast
Robert Adducci is an RPG community organizer and helps out games stores and conventions in the Denver area with social media and community management. He is a die-hard Dark Sun fan and the founder of the Burnt World of Athas website (Athas.org). Robert was born in the deserts of Athas, aka Phoenix, AZ, but now lives in the cool climate of Colorado with his wife, a new little adventurer, and two animal companions.
Robert Adducci
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