Campaign Guide

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Campaign Guide

Tespa Campaign Program

Table of Contents

What is the Campaign Program? Pg. 3

Campaign Calendar Pg. 4

Campaign Flow Pg. 5

Campaign Application Process Pg. 6

Campaign Recap Process Pg. 9

Campaign Grading Rubric Pg. 10

Campaign 2 Inventory Pg. 11

Frequently Asked Questions Pg. 12

What is the Campaign Program?

“To educate, empower, and pave the way for gaming on campus through encouragement of regular gatherings.” – Mission Statement

The campaign program has existed for 4 years and is one of the best benefits of being a Tespa chapter. Four times a year, chapter leaders can request a themed package of tools and loot to upgrade their events. We let organizers concentrate on booking their venue, planning activities, and gathering their community.

The Campaign program is designed to empower Chapter leaders to throw their best events with the highest quality loot in esports and the seasoned guidance of Regional Coordinators. Every year we’ve grown to support to better support more events and we can’t wait to reveal what we’ve planned for each campaign period.

Campaign Program Calendar

CAMPAIGN 1 Announce Date 8.23.2017

Event Start 8.26.2017

Application Close 10.10.2017

Event End 10.23.2017

Recaps Close 10.24.2017

CAMPAIGN 2 Announce Date 10.24.2017

Event Start 10.28.2017

Application Close 1.9.2018

Event End 1.22.2018

Recaps Close 1.23.2018

CAMPAIGN 3 Announce Date 1.23.2018

Event Start 1.27.2018

Application Close 4.4.2018

Event End 4.9.2018

Recaps Close 4.10.2018

CAMPAIGN 4 Announce Date 4.10.2018

Event Start 4.14.2018

Application Close 6.12.2018

Event End 6.25.2018

Recaps Close 6.25.2018

All dates are subject to change.

Campaign Program Flow Green and Red boxes indicate action for Tespa HQ or Regional Coordinator Gray Boxes indicate Chapter Leader action

Campaign Program Application Process

Step One: Event Preparation

1. Connect with your Regional Coordinator! a. Need assistance? Working with your Regional Coordinator will help you take full advantage of the Campaign program

2. Gather all of your event details and attendees. a. Application must be submitted 7 days before event date b. You’ve created a Facebook Event Page for your event that includes: i. Venue/Location ii. Date & Time iii. 15+ Attendees have RSVPed/marked themselves as “Going” iv. Details on how the items will be distributed c. You’ve made sure your event page link is publicly accessible - if the Event Page is a part of a group that requires .edu access, please take a screenshot and submit a link to that image instead

3. Log onto our website and create a Campaign Event a. Please submit your event application on the Tespa website 7 days before event date. Please note that incomplete applications will be rejected and may delay your package shipment. b. We will reach out with an update on your application and package shipping status within 2 business days. Please keep in mind that applications are reviewed Monday - Friday during business hours. The earlier you submit your application, the better! c. We will ship out your package via FedEx 3 Day shipping during weekdays so please be considerate this when planning your event

4. If you’re having trouble getting 15 attendees or have not fully planned out the activities at your event - worry not! a. We require at least 15 attendees confirmed for a Common tier package. The more, the merrier! New faces breathe new life into your gaming community’s ecosystem and provides potential new talent for your leadership. Encourage officers to RSVP and have them reach out to their network of friends to spread the word about your event - your Regional Coordinator can also help push your event along! b. If you haven’t fully planned out your event activities, that’s okay! We are mainly looking for a brief description that informs your attendees how they can fight for their winnings or get lucky via a raffle! For example: i. “Items will be distributed via random raffle drawing at 7 PM sharp” ii. “Sponsored items will be given to the top 3 tournament winners” iii. “Swag will be given to the first 20 event attendees!”

Step Two: Hosting Your Event

1. Make sure all the details for your event are in place! Do you have Is the venue secured? Are there enough officers working the event? Will the internet be able to support everyone?

2. Be sure to have a photographer and a backup photographer! a. Give your photographer examples as suggestions and tips for best practices. i. The photographer(s) should capture the excitement, fun, and all the hard work put into your gathering. Our recommendations for every event is to get the following images: ii. Group photos of attendees and/or organizers iii. Proud prizewinners and/or tournament champions iv. Beautiful swag laid out v. Banner usage and what attendees see when they walk into the room

3. Last minute problems? a. If your campaign event needs to be rescheduled or there are any unforeseen circumstances - please let your Regional Coordinator know. We understand that real-life fires do happen and we’re happy to work with you!

Step Three: Recapping the Event

1. We hope your event was awesome and you were able to connect with new gamers in your community! We love to hear about achievements, awesome stories, and lessons learned - tell us about it in your Campaign recap. 2. After your event, connect with your officers and photographers to gather the event photos and upload them online. In our experience, most chapters love to post them on their club’s Facebook page to gain more press but Google Drive folders or Imgur albums are also perfectly fine. 3. Please make sure that you have at least 15 photos in your online album AND that these photos accurately reflect your event, capture the lucky prizewinners, and show off all the cool activities and games being played. a. Does prizewinner not want to be photographed? Although we’d prefer a photo with the actual winner, a non-identifying image can be taken. As a last resort, a friend can represent them in the photo instead. b. If your recap photo album does NOT include at least 15 photos or does not show off all items being given away - your Regional Coordinator will reach out to ask about your event. c. Unfortunately, chapters that do not submit a recap or fulfill the recap requirements will not be able to participate in future Campaign periods until a qualified recap is approved. d. A few pictures short? We encourage you to reach out to attendees or other officers who may have caught a few shots to help you add to your album!

Campaign Recap Process

1. Your Regional Coordinator will be grading each Campaign Recap based on the following rubrics. 2. Event attendance does not affect your current Campaign Recap score. Event attendance is used to unlock the next package tier for the next campaign cycle. If your Campaign Recap photos show that your attendance meets the range for a higher campaign tier and your recap is approved, your chapter will be eligible for that tier during the next campaign cycle. a. Please keep in mind that your next Campaign event must also have this expected number of attendees RSVPed on your Facebook event page to receive the package. Otherwise the chapter will receive a lower-tiered package corresponding to their attendance number. 3. After every Campaign cycle, feel free to request time with your Regional Coordinator if you’d like to go over your recap, tier, or discuss areas for improvement. 4. What happens if I submitted a poor-quality recap or my event didn’t go well? a. Campaign events that fail to document attendance or usage of package inventories can have several outcomes. i. For chapters that fail to provide or have a limited number of images of their event, the chapter leader is asked to throw another gathering and to document that in replacement. ii. For chapters whose attendance are lower than their campaign tier (as portrayed in the recap photos), Regional Coordinators will downgrade the chapter’s max campaign tier to the appropriate attendance range. 5. Need help putting all this information together? Here is an example scenario and handy table.

a. Your chapter Attendees Shown in Recap Pictures applies for a Summary of Recap Grading Common tier Results Less In Range More package with a (lower tier) (same tier) (higher tier) Facebook event page that has 15 Grades Rubric Needs Work Demote Same Same people RSVPed. b. Your application In Range Demote Same Upgrade meets all the event Great Demote Same Upgrade requirements, is approved by your regional coordinator, and your package is shipped. c. You hold an awesome event showing that 30 people attended instead of the 15 expected! You take awesome photos of your event that captured all your activities, guests, and the prizes being given away. d. You submit a Campaign Recap to your Regional Coordinator and receive a “Great” score. Your Regional Coordinator also notes that more than 15 people attended your event, and that your chapter has met the attendance requirement for a Rare tier package. e. Next Campaign Cycle, your chapter will be eligible for a Common OR Rare package (instead of just Common). If your next Facebook event submission has 30 people RSVP’d, we will send you a Rare package instead!

Campaign Grading Rubric

GRADING RUBRIC

Criteria Max Points Minimum 15 Photos Submitted • Must have at least 15 photos submitted via Facebook event page, Google Drive Link, Imgur, etc. 4 • If the chapter submits fewer than 15 photos – recap is rejected. Do NOT move forward

All Items Displayed • Includes all items from Tespa and outside sponsors displayed on your prize table 2

Several Attendee Group Photos • Should match reported number of attendees, more is always better! 4 • Roughly a point for each photo for a max of 4

High Quality Photos • Good Lighting, not blurry, well focused • All outer packaging taken off, products facing front and center 5 • Think of photos that you'd want to display in a sponsorship deck!

Regional Coordinator Etiquette • Polite, timely communication. 2 • Respectful of deadlines and mindful of RC comments.

Winner Photos • Photos that display prize winners holding their prize. (3 points) 5 • Shows Tespa-related signage and banners. (2 points)

Partner Items Displayed • Shows all sponsored gear (Asus, Jinx, etc) being given out 5

Bonus Points (Optional) • Not mandatory to give out these points. • Please ONLY allocate these points in extraordinary circumstances. 3 • Awarded to chapters that went above and beyond the normal realm of effort with their campaign event or recap.

Total 30

GRADING RUBRIC ATTENDANCE RUBRIC

Recap Quality Total Points Campaign Tier Attendee Count COMMON 15+ NEEDS WORK 10-20 RARE 30+ GREAT JOB 21-25 EPIC 50+

EXCEPTIONAL 25+ LEGENDARY 100+

Campaign 3 Inventory

Item Name Common Rare Epic Legendary Tespa Hoodie 0 2 2 3 Tespa Post Its 5 5 8 10 Tespa Stress Ball 5 10 15 15 Tespa Pillow 1 2 2 3 Tespa Cinch Bag 2 5 5 5 Tespa Gel Pen 5 5 5 10 Tespa Notebook 2 3 3 5 Aspire Banner and One Pager 1 1 1 1 Overwatch Toki Doki Notebook 0 0 0 2 Blizzard Mystery Journal 0 0 1 1 Blizzard Entertainment 4GB USB 2 2 2 2 Mystery Gaming Figurine or Plushie 0 0 1 1 Heroes of the Storm Random Skin Code 8 15 20 25 (Random Hero Skin) Blizzard University Relations Flyer 5 10 15 20 Overwatch Bottle Opener Keychain 3 3 4 6 Blizzard $5 Balance Prizing 3 4 10 12 World of Warcraft Brown Messenger 0 0 1 1 Bag or Overwatch Backpack Soylent – Cacao 30 50 90 100 (USA Only) Soylent – Chai 30 50 90 100 Soylent – Coffiest 30 50 90 100 Soylent Sticker 15 20 30 50 Tespa x Soylent Dad Hat 2 5 10 15 Tespa x Soylent Reusable Leaderboard 1 1 1 1 Sharpies - Black 2 5 12 15 Mini Sharpies - Assorted Colors 3 5 12 15 ASUS Gladius II or ASUS Impact Mouse 1 2 2 3 ASUS Sheath or Whetstone Mousepad 1 2 2 3 (Canada Only) StarCraft Carbot Zergling Purple Plush 2 2 2 3 Diablo Dead Treasure Goblin Plush 1 1 2 2

Note that items are subject to availability and change without warning.

Frequently Asked Questions

1. What is my current campaign package status? • For the most part, we’ve kept everyone at similar levels from last year and our new package tiers are now unlockable based on attendance. Please be sure to sync with your regional coordinator often to stay updated on your package status!

2. Why did I move up/move up/change from my package tier from last year? • This new program helps give chapters more transparency as to how their packages are determined and shipped out as well as more light into how we decide package tiers. As a result, we’ve shifted into new tiers (Common, Rare, Epic, Legendary). Your status is transferred over from your final package last year and will primarily be dependent on attendance and recap quality! • Though the new system may shift some chapters into a lower tier this year, our packages have improved dramatically, which should offset the change.

3. I can’t plan an event between the dates for a campaign period. • While we do encourage chapters to maximize their attendance numbers and recap submissions to receive the biggest possible packages, we understand that not everyone can throw a massive LAN party every time. While we think these packages would be best served at your largest event, don’t let that deter you from using your loot for general meetings and socials. • Just note that we can only reward chapters with higher tier packages after viewing their campaign event and recaps. We cannot reward chapters based on other non-campaign events, as we want to be fair to all chapters and give everyone the same number of opportunities to upgrade their tier.

4. I have an awesome event that I’m working on with another chapter! How can we get additional support? • That’s awesome! We love cross-chapter collaboration and highly encourage it. Please reach out to your regional coordinator to schedule a meeting with you and your fellow collaborator and we’ll see if we can send extra swag to help out! While we will do our best to send extra swag to support your collab event, this is not guaranteed, and is limited by our inventory on hand. The sooner you let your RC know, the more likely we will be able to make accommodations!

5. How long do I have to request a package before my event/How long does it take for my box to arrive? • We request at least 7 days notice before your event to prepare, pack, and send packages. We use FedEx shipping and provide a tracking numbers after 1 business day. • Please note that we ship during regular business hours only, and any application received after 4pm Pacific Time on a weekday will be processed the following day.

6. Am I allowed to save some of my package items for another event later? • We highly encourage you to use all your items for the intended event (since that’s what we approved the package for). However, if your event is very, very small or has some

unforeseen circumstance - you may save some of the Tespa items for a future event. You may NOT save any of the sponsored items for a future event.

7. My box didn’t make it in time for my event! • In rare cases/extraordinary circumstance - you may use the items for a different event OR split the items between two events in the same campaign period. The chapter must then submit photos from BOTH events and showcase the items being given away before the recap deadline. This requires lots of communication between you and your regional coordinator so please let them know!

8. My chapter is super small and doesn’t have 15 attendees/doesn’t use Facebook (can’t get attendee numbers); what do I do? • We understand that new chapters and communities that haven’t built their presence online can experience difficulties reaching the 15 attendee minimum requirement. Our Regional Coordinators are here to help; please reach out to them to see how they might be able to help grow your online presence to reach those attendance numbers. • While we understand that not all clubs may use Facebook as their primarily event organization platform; we do require every Campaign Application to have an accompanying Facebook event page. We want to keep a consistent way for our chapters to know how to claim bigger and bigger packages and different social media platforms may skew attendance numbers. If this becomes a major problem for your club, please reach out to your Regional Coordinator.

9. I forgot to take photos/my photographer lost our photos, etc. • We understand that mishaps happen and events can be super unpredictable. Unfortunately, without photos we have no way to know if your event happened. Please reach out to your other officers or any attendees to see if they caught any photos that could be added to help your recap! • Additionally, we also encourage you to follow up with your prize winners for a quick follow up photo.

10. I wasn’t able to capture photos after exhausting all methods - what can I do to help my chapter progress onto the next Campaign Program? Please help! • Please schedule a time to sync with your Regional Coordinator on what went wrong with your event! In cases that were out of your direct control (weather problems, natural disasters, etc), we may have the flexibility to make exceptions, but only with good communication! • In the case that you can’t make up the photos from your event, we ask that you host another event that fulfills the same requirements of your original event to make up for this Campaign Cycle. In short, an additional event held by your club within 1 month of your original event date and a formal recap photo album is required to continue participating in the Campaign Program. Please contact your regional coordinator with any questions. • Please note that failure to complete a bonus campaign or resubmit a photo recap will result in your chapter being demoted to Common tier and ineligible for future events.