Dojo Weekend Event — Checklist
Thursday prep • Friday & Saturday event days — check off tasks as they're completed
Dojo WiFi Network: Dojo + | Password: Onlybillknows
Staff Color Key
AndrewEddieDiegoJimmyMaisyMatheoRickRyanTJEveryone
The Three Primary Areas
| 1) Front area | Covers the front doors, general issues, the front of the merchandising side, and typical merchandising issues. |
| 2) Play area | Covers the play area and any issues with play events. |
| 3) Singles area | Covers the singles and trading area, the back of the merchandising side, and any issues for non-fixed price trades or purchases. |
- All three areas MUST have someone as the Primary — that person is responsible for that area.
- If you are a Primary and have to walk away or do anything outside your area, ALWAYS get someone to take over as Primary.
- The Primary for an area should be aware of everything in that area and is the final say (short of Rick) for resolving issues in that area.
Friday — Primary Coverage at a Glance
| Time | Front | Play | Singles |
|---|---|---|---|
| 4:00–4:30 | Jimmy | Andrew | Matheo |
| 4:30–5:00 | Ryan | Andrew | Matheo |
| 5:00–7:30 | TJ | Andrew | Matheo |
| 7:30–close | TJ | Andrew | Jimmy |
Saturday — Primary Coverage at a Glance
| Time | Front | Play | Singles |
|---|---|---|---|
| 11:00–1:00 | TJ | Andrew | Matheo |
| 1:00–2:00 | Jimmy | Andrew | Matheo |
| 2:00–3:00 | Ryan | Jimmy | Matheo |
| 3:00–4:00 | Ryan | Andrew | Matheo |
| 4:00–5:00 | TJ | Andrew | Jimmy |
| 5:00–6:00 | Jimmy | Andrew | Matheo |
| 6:00–7:00 | TJ | Andrew | Matheo |
| 7:00–8:00 | TJ | Jimmy | Matheo |
| 8:00–9:00 | TJ | Andrew | Jimmy |
Saturday Play area coverage begins at 11:30 when Andrew arrives.
THURSDAY — Prep Night
During the dayPREP
MaisyHave a Binder ready to load with Singles. During the day, select non-HV singles equal to half the slots the binder will hold.
8:00 PMPREP
RickWith Ryan and Jimmy: prep merchandise and make sure any electronics (such as the Chromebooks) are logged in.
RyanHelp prep merchandise and confirm electronics are logged in.
JimmyHelp prep merchandise and confirm electronics are logged in. Finish selecting Singles and put everything alphabetically into the Binder.
Before leavingPREP
EveryoneAll merchandise going to the store needs to be in a numbered tote ready to go, and a list of what goes where should be printed out.
FRIDAY — Event Day 1
12:00 PMLOAD-IN
DiegoGet the U-Haul truck.
MaisyCheck for any last-minute merchandise that should go.
1:00 PMLOAD-IN
DiegoMeet everyone loading at the storage center. Load all the large objects into the truck.
JimmyMeet Diego at the storage center and help load. (Confirmed — anyone else who can help is welcome.)
1:30 PMLOAD-IN
EveryoneUnload the U-Haul at the Dojo. Andrew, TJ, and Matheo should arrive at the Dojo.
JimmyAs soon as the truck is empty, take it to the store to grab any leftover merchandise.
2:00 PMLOAD-IN
JimmyHeading back from the store with merchandise.
2:15 PMLOAD-IN
EveryoneUnload everything from the U-Haul at the Dojo. Start setup of outside tents.
2:30 PMLOAD-IN
DiegoTake the U-Haul back.
EveryoneWork on setup (with the exception of tent/sign setup).
3:00 PMLOAD-IN
RyanArrive at the Dojo. Test front counter electronics.
MatheoStop and test Singles area electronics.
AndrewStop and test Play area electronics.
TJDo a walkthrough of the Play area for anything that needs to be resolved.
JimmyDo a walkthrough of the vending area for anything that needs to be resolved.
3:30 PMLOAD-IN
RyanCover the front register.
JimmyCover the Singles area register.
EveryoneEveryone else takes a break.
3:45 PMLOAD-IN
EveryoneAll tables, chairs, and cables/electronics should be in place.
4:00 PMEVENT
AndrewBecome Play area Primary.
JimmyBecome Front area Primary.
MatheoBecome Singles area Primary.
TJTest retro consoles and roam to help as needed.
RyanRoam to do final merchandising and take pictures.
4:30 PMEVENT
RyanTake over as Front area Primary.
JimmyTake a break.
5:00 PMEVENT
TJTake over as Front area Primary.
RyanLeave, take a dinner break, then go to the store to relieve Maisy.
7:30 PMEVENT
JimmyLoad the less-active merchandise into a load for Matheo to take to the store. Become Singles area Primary.
MatheoDeliver the load to the store, then clock out.
9:30 PMWIND-DOWN
EveryonePrimaries start letting people in their areas know we plan to officially end at 10 PM.
10:00 PMWIND-DOWN
EveryoneVending area starts packing away merchandise and Primary electronics.
AndrewIf the events are over, let any leftover players know we're officially done.
10:30 PMWIND-DOWN
EveryoneAll merchandise and Primary electronics should be put away into totes.
TJWith Diego, transport totes to the store.
DiegoWith TJ, transport totes to the store.
AndrewWith Jimmy, do cleanup.
JimmyWith Andrew, do cleanup.
11:00 PMWIND-DOWN
EveryoneFinal walkthrough — verify things are clean and everything is secure. Lock up the Dojo.
SATURDAY — Event Day 2
9:30 AMLOAD-IN
JimmyFirst wave of merchandise is picked up from the store (with Rick if he can). Primary electronics are grabbed.
RickHelp Jimmy with the first merchandise pickup if available.
10:00 AMLOAD-IN
RickStay at the Dojo to watch over everything (if not available, we'll need to find someone). Vendors should be arriving at this time.
TJArrive at the store and grab a load of merchandise.
JimmyGo back to grab more merchandise.
10:30 AMLOAD-IN
EveryoneAll merchandise should be back at the Dojo — make sure the front register is working. Make sure the SuperShow tables are set up.
TJTake over at the Dojo.
JimmyGo get more ice, then start making sure everything is merchandised.
11:00 AMEVENT
TJBecome Front area Primary and test front area electronics.
MatheoArrive at the Dojo. Become Singles area Primary and test singles area electronics.
11:30 AMEVENT
AndrewArrive. Become Play area Primary and test play area electronics.
12:00 PMEVENT
EveryoneEverything should be in place.
JimmyRoam and touch up anything that isn't ready.
1:00 PMEVENT
TJGo on break.
JimmyTake over as Front area Primary.
2:00 PMEVENT
RyanArrive. Take over as Front area Primary.
JimmyTake over as Play area Primary.
AndrewGo on break.
TJReturn from break. Take over as roamer.
3:00 PMEVENT
AndrewReturn from break and take over as Play area Primary.
JimmyGo on break.
4:00 PMEVENT
JimmyReturn from break and take over as Singles area Primary.
MatheoGo on break.
TJTake over as Front area Primary.
RyanBecome roaming.
5:00 PMEVENT
RyanGo on break, then head to the store to relieve Maisy.
MatheoReturn from break and become Singles area Primary.
JimmyTake over as Front area Primary.
TJGo on break.
6:00 PMEVENT
TJReturn from break and become Front area Primary.
JimmyBecome roamer.
6:30 PMEVENT
JimmyGo on break.
7:00 PMEVENT
JimmyReturn from break and take over as Play area Primary.
AndrewGo on break.
8:00 PMWIND-DOWN
AndrewReturn from break and take over as Play area Primary.
JimmyTake over as Singles area Primary.
MatheoClock out.
EveryonePrimaries start letting people know the plan is to officially close at 9 PM. Singles area merchandise is either packed up or moved to where the Front area Primary can cover it.
DiegoStart putting away the consoles and removing the merchandise from the large displays.
9:00 PMWIND-DOWN
EveryoneLet everyone know the event is officially over. Everyone not loading works on putting away merchandise.
JimmyWith Diego, start loading the large objects and taking them to the storage unit.
DiegoWith Jimmy, start loading the large objects and taking them to the storage unit.
9:40 PMWIND-DOWN
EveryoneLast check — is there anything that HAS to get to storage? Make sure there's still time to get it there.
10:00 PMWIND-DOWN
DiegoStart moving merchandise back to the store.
TJLoad up merchandise, go to the store, and start working with Ryan to put it all out.
JimmyWith Andrew, finish packing up everything.
AndrewWith Jimmy, finish packing up everything.
10:30 PMWIND-DOWN
EveryoneEither Jimmy or Diego takes Andrew and the last of everything to the store, then comes back.
11:00 PM +WIND-DOWN
EveryonePut up tables and chairs, clean up.
