Getting Started as a Coordinator

First of all, thank you for helping to grow Pathfinder Society in Philadelphia! We’re listing some steps here to help guide you through starting an event and running it, but every venue and every situation is different. While this list will help you, it is important that you contact either Jeff or James so that we can help you get started and help promote your event.

1. Figure out a time and place for the event. Note that scenarios generally take 4 to 4.5 hours, and that whoever is organizing it is going to need to get there early to help with new players showing up, juggling tables around, and to make sure that the games will run smoothly. Make sure you have access to the venue for a long enough period of time.
2. Create an event on the Paizo website. This is accomplished by going to the Paizo site, clicking “My Account”, then “Pathfinder Society”, then the “GM/Event Coordinator” tab and finally the “Create Your Event” button. You’ll need this event to report the games afterwards and your GMs will need the number it gives you to write on the chronicle sheets at the end of the game.
3. If it’s a public game, advertise your game. We can certainly help by putting your game on the calendar, the venue on the venue page, and help pass it along via word of mouth.
4. Have sign-ups ahead of time. This is both to make sure that you have enough GMs for the event and so that the players know that there will be an open seat in a game that they can play. Some venues use Warhorn and some have their own forums, but either way its important to have some sort of signups online.
5. Print out tracking sheets and pass them out to GMs as they get ready for their games. Make sure that you collect the tracking sheet before they leave or you will be chasing down people over the next couple days trying to recreate the game. You can download tracking sheets by going to the “GM/Event Coordinator” tab and clicking the “Download Session Sheets” next to your event name.
6. Print out a sheet of PFS numbers and have them handy for new players. If you have a new player show up to your game who isn’t hasn’t been on the website yet, just rip off one of the cards and hand it to them so they have a number immediately. You can download a new number sheet by clicking on the “Reserve Ten Pathfinder Society Cards” button on your “GM/Event Coordinator” Tab.
7. At the end of the session, collect all the tracking sheets and report them. Reporting is done from the “Report” link to the right of the event name. Note that this doesn’t need to be done right away, but it should be done as soon as possible. If this is a recurring event, get ready to start planning the next one!