Running a tabletop match

A tabletop admin reviews your match before it appears

Filling in this form submits your match; it does not publish it. Until a tabletop admin approves it, it is not on the tabletop list, not on the schedule, not on the check-in kiosk, and nobody can register for it. You will still see it yourself, marked "Awaiting review", and you can keep editing it while it waits.

Staff are pinged as soon as you submit, so nothing is waiting on someone happening to look. Approval is normally quick. When it lands, the match goes on the schedule and gets announced in Discord. If it is turned down you get told why — usually a table clash or a time that does not work for the room.

This applies to everyone, staff included. Nobody skips the queue, so the schedule always reflects a deliberate decision rather than whoever happened to have the right role.

Asking for a different time

You can propose any start time inside the event window. If it is an unusual slot, say why in the box — that is what the reviewer reads.

Once a match has been approved, changing its time works differently. Your match stays exactly where it is on the schedule and your new time goes to a tabletop admin as a request. That is deliberate: people have already put your match in their plans and signed up for it, so it cannot move out from under them. Everything else — the name, the blurb, the artwork, the player cap — changes straight away.

When the new time is approved, everyone registered is notified that it moved.

Tables

Pick the tables your match runs on — you can take more than one. Four Commander pods, or a painting session spread over two long tables, is one listing with one signup list rather than four separate matches nobody can tell apart.

Search by name or number and the tables you pick stack up as chips. Anything already taken at your chosen time is shown greyed out with who has it, so you can see what you are working around rather than wondering where table 3 went. Change the start time and the list re-checks itself.

One match per table per timeslot, so if a table you want is taken at that hour you will be asked for another.

Take more than one table and players choose which one they want when they register, and can see how full each is. Nothing to switch on — it appears once you hold a second table.

Charging for a session

Leave the entry fee blank and your match is free, which is what almost all of them are. Set a fee when running the session costs you something real — paint and minis for a painting session, boosters for a draft.

A paid match works differently from a free one. Clicking register puts a place in the player's cart rather than signing them up, and it is held while it sits there. They are only on your roster once the payment clears, so what you see is who has actually paid. If someone abandons their cart the place comes back on its own after about twenty minutes.

Players can pay with account credit as well as a card.

When something is wrong

Your match is not on the schedule. Check the tabletop list — if it says "Awaiting review" it has not been approved yet.

You changed the time and nothing happened. That is the expected behaviour for an approved match: the change is waiting for review. The match shows a "Time change pending" marker until then.

Someone paid but is not on your roster. Tell a staffer. The payment went through and the registration did not, which they can see and fix.