Player Space Allocation
overwhelmed at the interest already shown for our game, but unfortunately there
are more people interested than we have spaces in the game, so we will be
adopting the UK Freeforms process to assign initial places in the game and the
It is entirely possible that you
will not agree with the process and/or the results. However, after carefully
considering the representations made by multiple parties, UK Freeforms have
adopted the system of allocation set out below. They would respectfully ask you
to accept their decision and abide by it. They will not be entering into any
further discussion of the merits of the chosen system or otherwise. They will
use this system for all future games where the expected number of interested
players exceeds the spaces available.
however is welcomed, and may be taken into account, if the process requires
refinement, in future years.
details of the process can be found in the PDF
here. The information following
on this page is an attempt to present the details of the process in a more
accessible format, but the PDF should be treated as the 'official' version of
There’s going to be a lottery for places in the
game. A certain number of spaces will be set aside for newcomers and
those who are putting in the work to make games happen. If you’re in
a couple/family/other group; you will need to decide if you want to
be considered separately or as a unit.
Registering an interest for the game
- GMs for the weekend game for the
following year advise UKF of the number of spaces and character
gender breakdown (M, F, N) for their game. What N means is down
to the GMs. It may be that the character will be finalised as
one gender or the other, or it may be a truly agendered
- If children (under 18s) are permitted
to take part in the game, then GMs will confirm this and the
number of child spaces to UKF.
- Prior to the weekend game interest for
the game for the following year will be gauged using an online
survey advised by UKF.
- Potential players shall notify UKF in
the survey which of the following categories they wish to be
considered to participate in the game and the preferred gender
of their character in the game
- a single individual (M, F or N); or
- a couple (M,F or M,M, or F,F or M,N,
or N,N, or F,N); or
- a family group (with details of the
relevant gender types as above/children).
- UKF will ask if any potential players
who link themselves in any response to the survey do not select
the same category as each other.
- If there are more players requesting a
space than there are spaces, then a draw as described below will
- UKF shall be entitled to exclude any
player from allocation of a space or entry into the lottery, at
their absolute discretion, and without giving reasons. Factors
which UKF may take into account may include, but are not limited
to: participating in any illegal activity at a UKF event; acting
in such a way to endanger others; acting in an antisocial manner
that is likely to spoil the enjoyment of others; being
identified by the GMs as an issue which would potentially cause
them to have difficulty in casting the game; causing damage to
an event space; acting in breach of any anti-harassment policy
at a UKF event, or otherwise acting in such a way likely to
bring the reputation of UKF into disrepute.
- All spaces are non-transferable and can
only be taken up by the named individual to whom they are
- UKF will allocate up to six spaces for
the following year’s weekend game to the GM team for the current
year's weekend game.
- UKF will allocate up to three spaces to
the significant others of the incoming GM team.
- UKF will allocate up to three spaces
for UKF in order to provide services to delivery of the current
and/or following game, which may include, but not be restricted
to, hotel liaison, finance, technical services and
- UKF will allocate to up four spaces for
players who have not previously attended a UKF weekend game.
- UKF will allocate up to two spaces to
the significant others/responsible adult of/for new players.
- UKF shall appoint an independent person
who is unrelated to UKF officers and/or the GMs, to ensure the
remaining spaces are allocated to players on an anonymous basis.
- They will create a key which UKF will
not have access to before the draw. This will be shared with two
- UKF will give notice for the draw and
hold it somewhere that other people can witness the draw.
- UKF will do the draw based on the units
(see above) and will allocate spaces to the players based on
gender split and size of unit.
- In the interests of security complete
lists will not be posted on line.
- Players need to tell UKF whether they
will take up their space or not.
- Once the initial list has been publicly
posted it will not be publicly updated further.
- Players must pay a deposit for the game
within 30 days of being offered a space and must pay the balance
by the end of September, a reminder will be issued if necessary.
- If payment is not received within 14
days of the reminder, then the game slots for that player will
be offered to players on the waitlist. The rest of the unit can
decide whether they still wish to take up their spaces.
- If players drop from the game prior to
casting, then they will be replaced in numerical order as
individuals from the waitlist by character gender
- Once the game has been cast the GMs
will be able to select from the waitlist the player they wish to
offer a role, based on whatever criteria they choose. UKF may
provide input related to the availability of hotel room spaces,
but the final decision will rest with the GMs.
- If GMs create additional character
roles they will tell UKF who will offer spaces in the same way
as when a player drops.
- If a player needs to drop from the game
they must advise UKF as soon as possible:
- Any player who withdraws before
casting will receive a refund of all monies paid, minus an
administration fee of £10.
- Any player dropping between casting
and 30 days prior to the start of the game will be refunded
half of all monies paid.
- Any player dropping within 30 days
of the game start will not be entitled to a refund.
- Monies retained may be used by UKF
as they see fit, which may include offering free or reduced
price places to replacement players.
- For avoidance of doubt any fees paid
towards a game are not transferrable to future games.
If you have any specific questions that
aren't answered on the site please