With 2020 drawing to a close and the new year quickly approaching, I know we're all starting to feel the build up of anticipation and excitement as the arrival of December unofficially marks and kicks off the mad-rush start of that magical time of the year... a time in which we all can begin to look back and reflect fondly upon the past and come together as friends and family to begin planning celebration of all that we hold dearest with our annual holiday traditions... That's right folks! The 2020 DOTYs season is upon us! yay!
Now, although I recognize that I haven't been very active publicly in the threads lately which has, understandably, prompted several card-baes to kindly reach out over the past couple weeks to confirm management of the DOTYs as done last year, I have in fact already been quietly working behind the scenes on organizing and preparing for the DOTYs and would very much be honored to once again take the lead in helping to manage this awesome community event if y'all would allow me to
HOWEVER, this year I *do* need help!
I cannot stress this enough but I honestly cannot run this event on my own as I have in previous years and am calling on our wonderful community to come together in organizing a committee in which tasks can be better organized, delegated and executed so we can make this year the best DOTYs ever!
So the first step in rounding up some dedicated community members to be a part of our DOTY committee is opening this thread which is specifically created for the intended purpose of providing all members and potential prospective members with the opportunity to volunteer to fill in one of the many committee roles for ensuring our event can be as successful as it can be - like they say, 'Teamwork makes the dream work!' So if you've got some extra spare time, the motivation and the passion to want to give back to the card-community by becoming more involved in our DOTY awards event, please reach out here! This will serve as an open discussion on literally any and all things relating to the running and managing of the DOTYs; so please, don't be shy - join in on the conversation! In the weeks leading up to the DOTYs, many of the specific details of the event will always be first and foremost addressed and discussed right here in this thread so be sure to stay tuned! Participation from anyone and everyone is not only encouraged but also greatly appreciated because it's only with all of you that we can make this year's 2020 Deck of the Year Awards the very best ever! YAY!
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Okay, so despite trying to be as clear and concise as I could, I know this first posting is going to be a bit long so I hope it helps to break it up into different sections to keep information organized and in order of highest priority as it aligns in keeping on track with our schedule so things will run smoothly:
1.) COMMITTEE POSITIONS
From past years of organizing the event, there are a few absolutely essential roles that need to be filled. These positions and the responsibilities that come with them can be taken on by one super-dedicated member, or in many cases, can be shared between multiple well-coordinated members.
The open committee positions, in no particular order, include:
- [_] Masterlist Specialist : This role is active from now until the end of the year (approximately 4 weeks).
- responsible for keeping our Masterlist of deck releases up-to-date with all relevant information which will help the Nominations manager double check for eligibility of decks.
- keeping track of new projects as well as those that are nearing completion.
- [_] Sponsor outreach Representative : This role is active both in the 4-6 weeks leading up to voting opens and throughout the event - roughly 2 months in total and is mostly done via email or other means of contacting and connecting with potential sponsors. This person would serve as a point of contact and be a representative of the community - will also need to be quite the sales person in convincing designers, retailers/producers and manufacturers why this is an event they would want to support with sponsorship.
- responsible for creating a list of potential sponsors and means of contact.
- reaching out and being informative of our DOTY event.
- keep track of sponsored prizes in our giveaway thread.
- curate appropriate pictures of prizes donated for our event.
- collect branding resources (ie. logos) and guidelines of use from sponsors.
- keep images organized also via a shared dropbox for use in social media promotion of event.
- [_] Nominations Manager : This role is only active for about 6 weeks leading up until voting opens in mid-January.
- responsible for taking submissions of nominations during an approximately 4-6 week period.
- double-check that nominations made do in fact meet the criteria of eligibility for submission by using the Masterlist of deck releases over the past year.
- manage the Nominations thread by updating it with all submitted nominations, organized into each of the appropriate award categories for which they were submitted with all necessary information (ie. deck/series name, designer(s), producer(s), and manufacture(s).
- curate appropriate pictures for each of the nominated decks to showcase the specific feature for which the deck has been nominated.
- keep images organized also via a shared dropbox for use in social media promotion of event.
- [_] Promotional Marketing Manager : This role is active during the entirety of event and is best suited for someone with basic skills in creating visual graphics/digital content via use of canva or similar apps for social media.
- responsible for helping create the direction of this year's theme.
- help in creation of branded templates that can maintain cohesiveness through consistent use.
- help in creation of visual graphics for promotion.
- use curated resources shared via dropbox of Nominated decks & giveaway prizes/sponsorship
- creation of content in the appropriate formats for promotion across platforms (ie. IG, FB, Twitter and Story posts).
- keep images organized also via a shared dropbox for consistency and cohesiveness of event's theme/branding.
- [_] Social Media Support : This role is active during the entirety of event and is best suited for someone who is organized and punctual in posting of content and creating visual appeal in how our content is presented. This person also needs to be socially engaging via multiple social media channels (ie. IG, FB, Twitter and Story posts).
- responsible for assisting and supporting promotional marketing manager in creation of visual graphics/digital content.
- organize how, when and where content will be shared.
- curate visual aesthetic for the event and our brand.
- engage with people that interact with content.
- assist with any comments, questions and/or concerns relating to the event and, if need be, direct them appropriately to a person that may be able to further help.
- keep final content organized also via a shared dropbox.
- [_] DOTY Voting Commissioner : This role is most active during the 2-3 weeks during the open voting period. Prior to voting open, we'd also like to seek out other potential means and methods by which we manage voting in the event.
- responsible for helping to brainstorm, plan and test-out potentially new means and methods of voting.
- keeping track of votes and tabulating them (currently, there's an excel sheet that we use that does all the tabulating work for you but the votes need to be inputted).
- double-check write-in votes to ensure that they meet the criteria for eligibility for submission by using the Masterlist of deck releases over the past year.
- keep track of voters (unless they opt out) for entry into prize giveaway which also includes alternative means of contact.
- respond back to voters with confirmation that their votes have been recieved/tabulated and they have been entered into prize giveaway (unless they opt'd out).
- [_] Prize Giveaway Superviser : This role is active after voting has ended and the prize giveaway winners have been announced. The duration of this role depends on how quickly you can manage and facilitate participants to select the giveaway prizes they've won.
- responsible for reaching out to winners of the prize giveaway by using the list of winners and, if necessary, their alternative means of contact.
- connecting winners with sponsors to ensure they have sent/received giveaway prizes.
- follow-up with sponsors and giveaway winners that prizes have been sent out/recieved.
- encourage winners to share pictures of their recieved giveaway prizes on social media.
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2.) DOTY TIMELINE
It may feel like we're getting the ball rollin' a bit late this year in organizing and preparing for this year's event, but all honesty, we're actually very much still on schedule with our tentative timeline as loosely outlined below:
- [✔] late-November : form DOTY committee and open DOTY Discussions Thread and begin discussions regarding organization/planning of this year's event
- [_] early-December :
- Master List of 2019 Deck releases ('Upcoming Decks of 2020' google doc) will be updated to be as comprehensive as possible and ready/available in it's entirety on Saturday, Dec. 19th. The Master List/google doc will continue to be updated until the very end of the 2020 calendar year so be sure to check often and remember to keep in mind that all end-of-the-year releases within the 2020 calendar year are also still very much eligible for DOTY recognition
- DOTY Nominations Thread with final list of agreed upon Award Categories will be opened on Saturday, Dec. 19th
- submission of deck/designer nominations for DOTY recognition will be open for acceptance during a full, 3-week time period from Saturday, Dec. 19th - Saturday, Jan. 9th, 2021 and thread will be constantly updated to reflect those nominations submitted until close of time period as stated
- [_] December :
- start informal promo outside of the community (ie. Reddit, Facebook, IG, Youtube, etc.) to encourage early registration/participation of new members
- seek out sponsorship/giveaway donations from designers & retailers
- open Prize Donations thread to where we will be accepting giveaway prizes from donors/sponsors
- [_] mid-December : open *OFFICIAL* DOTY Thread with all finalized rules/information regarding event and voter prize giveaway
- [_] late-December : start formal promo outside of the community (ie. Reddit, Facebook, IG, Youtube, etc.)
- [_] early-January (15th) : *** VOTING OFFICIALLY OPENS on Monday, Jan. 18th, 2021 ***
- [_] late-January (31st) : *** VOTING OFFICIALLY CLOSES on Sunday, Jan. 31st, 2021 ***
- [_] early-February :
- all casted votes will be tabulated & double-checked for accuracy
- award placement finalized
- promo graphics made
- [_] mid-February (7th) : DOTY award winners officially announced
- [_] mid-February (14th) : DOTY prize giveaway winners officially announced
- [_] late-February :
- official conclusion of DOTY event
- reflection and evaluation of year's event
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3.) TOPICS OF IMPORTANCE TO ADDRESS
- [_] DOTY Committee : form it asap & start coordinating workflow among committee members
- [✔] Timeline : see above - yay or nay on tentative dates? anything else we're missing?
- [✔] Dates of Nominations : submission of deck/designer nominations for DOTY recognition will be open for acceptance during a full, 3-week time period from Saturday, Dec. 19th - Saturday, Jan. 9th, 2021 and thread will be constantly updated to reflect those nominations submitted until close of time period as stated
- [✔] Dates of Voting : official open voting period of 2020's DOTY event has been changed to run from Monday, Jan. 18th - Sunday, Jan. 31st, 2021
- [✔] Master List of 2020 Deck Releases : the 'Upcoming Decks of 2020' google doc (will be shared publicly soon) will likely be the most comprehensive list of all the decks released over the past year and may be used as a reference for nomination submissions. Currently, it is still being worked on and I hope to have it up-to-date by the time the Nominations thread is opened. Overall, I'm confident to say that a vast majority of decks that have thus far been released in 2020, starting at the very bottom of the doc with early releases up until now, have been already included and the best way for people to view each deck, albeit time-consuming, is by clicking through the links provided. As I said, this is *NOT* yet finished as I still have to backtrack much of last month in particular and go through a lot to ensure its accuracy so please be patient and I'll be sure to let you all know when it more up-to-date
- [✔] Nominations : did it work last year? was it helpful? yay or nay? anything that could/should be improved upon? Nomination process will be implemented again this year; thread will be opened and submissions of nominated decks to be recognized in this year's event will be accepted by any members of the community
- [_] Promotional Graphic(s) : do you or perhaps someone you know have the skillz to create a promotional graphic or few? Would you wanna get involved and help out? Last year, with my own very limited skills, I created nearly all the graphics used in promotion of the DOTYs both here within the community as well as reddit, IG and FB... but, since this *is* a community event, it'd be great if there's perhaps someone within the community that would also be willing to donate whatever time/effort they may have towards working together to create something for our event. Consider joining the committee and get involved!
- [_] Rules of Participation & Voting : please first refer to those stated in last year's event here and please feel free to bring up any areas you see that have been or may be a potential area of concern so we can work on improvement
- [_] Announcement of DOTY Award Winners & Prize Giveaway Winners : as you may or may not have noticed, the tentative DOTY timeline above currently has the announcement of the DOTY Award Winners & the Prize Giveaway Winners scheduled one week apart - I propose that we make this change so that the Giveaway aspect of our event does not overshadow the honor and recognition of the DOTY Award Winners... any thoughts? yay or nay?
- [_] Prize Giveaway Contest : we absolutely will need to implement a new rule about a time-limit by which giveaway winners must claim their prize within. I very much still stand by many of my own sentiments regarding last year's issues of AWOL participants as stated here but would love to hear what y'all think regarding the scenario brought forth and how we can most effectively avoid running into such issues again in this year's event
- [_] Additional concerns : anything else y'all would like to see be addressed? Questions? Comments? Concerns? Suggestions? Please don't hesitate to express anything on your mind regarding the DOTYs and we'll absolutely include it to this list and do our best to discuss it. The goal with this thread is not only give you the opportunity to do so but also for all of us to, the best of our collective ability as a community, come to a consensus in how this event is managed and run - as I said before, the DOTYs are for all of you! So get involved and voice your thoughts on how we can make it bigger and better than ever for everyone!