Setting Up The Game
1-2 days before the Workshop, 3-8 cases of game materials and AV equipment (unless provided by host) will arrive at the shipping address you specify during the workshop coordinating process. These cases will need to be stored in a secure place until the facilitator arrives for set-up.
If your Workshop is scheduled for the morning, the facilitator will arrive the day before and set up the game in the afternoon or in the evening. If your Workshop is scheduled for the afternoon or evening, the game set-up may occur either in the morning of game day or in the afternoon or evening of the previous day, depending on room availability, security issues, and the preference of the facilitator. You should arrange with your o.s.Earth Workshop Coordinator a time that is preferable and convenient for you.
To facilitate game setup, all equipment and game material should be moved from the storage area to the venue before the facilitator arrives. In addition, we ask the host to provide 30 chairs and 3 six-foot tables for every world that the Workshop simulates. For example, if you are hosting a 2-world Workshop, you should provide 60 chairs and 6 tables. The chairs and tables will be used as team stations.
Setting up a single world Workshop will take the facilitator 1- 2 hours. Please let him or her know if you are able to provide 1-2 assistants during the set-up and clean-up. For Workshops involving more than 1 world, o.s.Earth requests that you provide a few helpers for setup and especially for breakdown.
Once the venue is set up, it needs to be secured to protect valuable AV equipment and game materials from damage, loss or vandalism. Be sure to arrange with custodians, the building maintenance staff or security personnel to lock the room after setup. Note, in the case of a prior day set-up time, the room must be unlocked 1 hour before the Workshop begins so the facilitator may run a final sound test.
