My feelings on The Demon Rush
I know I said I would do this a couple of weekends ago. Sorry for the delay!
Donations for the charity
General Tips
-Start small: Our first marathon, Classic Games Done Quick had 20 people, maybe 50 games, and ran over a single weekend. http://speeddemosarchive.com/marathon/old/2010/schedule.html
I didn't start at the AGDQ 2013 level of marathon, it just naturally grew to this level. Smaller marathons are easier to organize than bigger ones.
-Spreadsheets, databases, and documents/notes will be your friend. A spreadsheet for managing equipment (yes, even online because you have to make sure everyone has streaming equipment!). An excel/google spreadsheet for managing the schedule. Having a notepad or document file on your computer just reminding you what needs to be done immediately is also very helpful.
Having these tools will just help you stay more organized. Now if you have different tools for keeping yourself organized, more power to you! Everyone has a different method for organization.
-Speaking of schedule, the irony is that the looser you make the schedule, the tighter it gets. What do I mean? For AGDQ 2011 we were originally supposed to end around 3:30 AM on January 11th, and we ended up going until 6 or 7 PM on the same day. That's a difference of about 15-16 hours. Compare the final schedule with the imgur png that has the original schedule.
Final schedule: http://marathon.speeddemosarchive.com/old/2011/AGDQ/schedule/
Original schedule: http://i.imgur.com/8472ftY.png
Emptyeye brought up a great point. If I have 100 games on the schedule, and if each game is five minutes late, by the end of the marathon I will 500 minutes late, or 8 hours 20 minutes late.
To prepare for AGDQ 2012, I did two things.
1. I added at least 5 minutes of buffer for setup. For longer games I added more time for setup.
2. I inserted one setup hour each day, except for the first day and the last day.
Now going late isn't as big of a concern if your marathon is over a weekend, but it's still something to consider.
BTW, PC games always require stupid amounts of setup time. You should add more buffer for PC games than console games.
-Don't do all the work yourself: If I were to do all the work myself, I would need to know a lot about streaming, a/v equipment, web design, programming, and more. Even if I was knowledgeable in all of those things (which I definitely am not). My role is to organize the event, figure out logistics, and talk with people to make sure everything goes smoothly. Now for a smaller event like this, you might be able to get away with doing most things by yourself, but even just one or two friends to take on some responsibilities is great.
-When the marathon starts, be relaxed: I know this one is sometimes easier said than done, and sounds really weird, but it's actually important. As the organizer, if you're calm, then people around you are generally going to be more calm, but if you're really nervous and anxious, then that anxiety will spread too.
Donations for the charity
I highly recommend that you convince the charity to make a paypal account because it is much easier. The money goes straight to the charity, and you're not legally responsible for the money. Trust me, I know from experience.
As a general rule, the more receptive a charity is to making a paypal account for your event, the more receptive they'll be, period. A good example is the Prevent Cancer Foundation, who made a Paypal account just for our event.
Paypal does have a nonprofit guide here: https://merchant.paypal.com/cms_content/US/en_US/files/merchant/paypal_nonprofit_get_started_guide.pdf
I would recommend showing that guide to a nonprofit to save them the time and hassle of finding the information themselves.
If you're going to take donations yourself then send them to the charity, you'll need a letter of approval from the charity, because Paypal is incredibly anal about raising money for charity. I sent romscout a dollar as a test donation for JRDQ and Paypal immediately asked him for a letter of proof.
WARNING: If you take donations yourself, then that counts as income that you received, even if you're merely being a passthrough to the charity. I highly recommend you don't go this route unless if you really can't convince the charity to make a paypal for you (but then are they really a responsive charity?).
Here's are two widgets you can use. Note, I haven't used these widgets myself because we use a custom tracker.
http://pitchinbox.com/ (I know this has a problem actually accepting the payments as donations)
http://imraising.com/
If anyone has other widgets to suggest, then speak up.
I know in the long run SMK wants to make his donation tracking program useable for any speedrunning marathon, but that's a very long-term project.
As a general rule, the more receptive a charity is to making a paypal account for your event, the more receptive they'll be, period. A good example is the Prevent Cancer Foundation, who made a Paypal account just for our event.
Paypal does have a nonprofit guide here: https://merchant.paypal.com/cms_content/US/en_US/files/merchant/paypal_nonprofit_get_started_guide.pdf
I would recommend showing that guide to a nonprofit to save them the time and hassle of finding the information themselves.
If you're going to take donations yourself then send them to the charity, you'll need a letter of approval from the charity, because Paypal is incredibly anal about raising money for charity. I sent romscout a dollar as a test donation for JRDQ and Paypal immediately asked him for a letter of proof.
WARNING: If you take donations yourself, then that counts as income that you received, even if you're merely being a passthrough to the charity. I highly recommend you don't go this route unless if you really can't convince the charity to make a paypal for you (but then are they really a responsive charity?).
Here's are two widgets you can use. Note, I haven't used these widgets myself because we use a custom tracker.
http://pitchinbox.com/ (I know this has a problem actually accepting the payments as donations)
http://imraising.com/
If anyone has other widgets to suggest, then speak up.
I know in the long run SMK wants to make his donation tracking program useable for any speedrunning marathon, but that's a very long-term project.
General Tips
-Start small: Our first marathon, Classic Games Done Quick had 20 people, maybe 50 games, and ran over a single weekend. http://speeddemosarchive.com/marathon/old/2010/schedule.html
I didn't start at the AGDQ 2013 level of marathon, it just naturally grew to this level. Smaller marathons are easier to organize than bigger ones.
-Spreadsheets, databases, and documents/notes will be your friend. A spreadsheet for managing equipment (yes, even online because you have to make sure everyone has streaming equipment!). An excel/google spreadsheet for managing the schedule. Having a notepad or document file on your computer just reminding you what needs to be done immediately is also very helpful.
Having these tools will just help you stay more organized. Now if you have different tools for keeping yourself organized, more power to you! Everyone has a different method for organization.
-Speaking of schedule, the irony is that the looser you make the schedule, the tighter it gets. What do I mean? For AGDQ 2011 we were originally supposed to end around 3:30 AM on January 11th, and we ended up going until 6 or 7 PM on the same day. That's a difference of about 15-16 hours. Compare the final schedule with the imgur png that has the original schedule.
Final schedule: http://marathon.speeddemosarchive.com/old/2011/AGDQ/schedule/
Original schedule: http://i.imgur.com/8472ftY.png
Emptyeye brought up a great point. If I have 100 games on the schedule, and if each game is five minutes late, by the end of the marathon I will 500 minutes late, or 8 hours 20 minutes late.
To prepare for AGDQ 2012, I did two things.
1. I added at least 5 minutes of buffer for setup. For longer games I added more time for setup.
2. I inserted one setup hour each day, except for the first day and the last day.
Now going late isn't as big of a concern if your marathon is over a weekend, but it's still something to consider.
BTW, PC games always require stupid amounts of setup time. You should add more buffer for PC games than console games.
-Don't do all the work yourself: If I were to do all the work myself, I would need to know a lot about streaming, a/v equipment, web design, programming, and more. Even if I was knowledgeable in all of those things (which I definitely am not). My role is to organize the event, figure out logistics, and talk with people to make sure everything goes smoothly. Now for a smaller event like this, you might be able to get away with doing most things by yourself, but even just one or two friends to take on some responsibilities is great.
-When the marathon starts, be relaxed: I know this one is sometimes easier said than done, and sounds really weird, but it's actually important. As the organizer, if you're calm, then people around you are generally going to be more calm, but if you're really nervous and anxious, then that anxiety will spread too.
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