Event Requests FAQ
How to get The Cape to cover your event
Welcome to The Cape Radio! We're so glad you've joined us as a listener and a member of our community. If you're here, you're probably interested in learning how to get The Cape to provide live music for your event. Read on!
TYPES OF EVENTS
The Cape provides live music for several types of events: Specialty shows, SuperGroup/VillainGroup events, Player Vs. Player events, and Roleplaying events.
Specialty Shows
These shows are designed to showcase a specific type of music, or to mirror an event that is occurring in real life (summer concert tour, benefit concert, etc). These events are typically requested by a single listener, who works closely with a DJ to schedule and plan the event.
SG/VG Events
These shows are often for celebrating a milestone in the SG or VG's history (reaching the Top 10 on Virtue, 5 year anniversary) or for recruiting new members. These events are often held in the SG or VG's base, and require a significant amount of planning on the SG or VG's part.
PVP Events
These shows are centered around player-vs-player combat in some manner (arena tournament, zone activity), and on Virtue, often have a roleplaying component. These events require significant coordination between the DJ and the requester. Additionally, these types of events are monitored carefully to ensure attendance is not an issue.
RP Events
These are the most requested shows that The Cape supports. They can range from an RP or RPVP event (a kidnapping, a holiday event) to an in-character celebration (weddings are the most common). These events run most smoothly when the requester has significant support from his or her SG/VG and there is constant communication with the DJ.
CAVEATS
Some things you should consider as you plan your event.
Blackout Dates
The Cape reserves the right to restrict some dates for Cape-sponsored events. This may include Double XP weekends, EROS and SORE, and other Cape-developed events. Where possible, we will publish these dates in advance so that event requesters may plan accordingly.
Event Location
CoH vs. CoV
Be sure to consider which section of the population you will be targeting when you begin to plan your event. If you hold the event in Galaxy City, for instance, villain characters will be unable to attend. Likewise, if you decide to storm Cap au Diable, hero characters will be unable to attend. There are several co-op zones that you might want to consider, although they often have level restrictions (see below).
Level-restricted Zones
Often, an event planner wants to use a specific backdrop for his or her event. This may mean that the event needs to take place in the Rikti War Zone, or Crey's Folly. This will exclude those characters that are not at the minimum level for the zone. The non-PVP co-op zones, except for Pocket D, fall in this category.
NOTE: As new issues come out, level-restricted zones may change. Please keep this in mind when choosing an event location.
Pocket D
The inter-dimensional nightclub is the most popular location for events. All levels can enter, and both Heroes and Villains can attend an event hosted at the Pocket D. However, there is often a good deal of traffic in the D, and new instances can spawn, especially during holiday server events. Keep that in mind as you plan your event.
SuperGroup/VillainGroup Bases
When it comes to SG and VG events, often the best place to hold them is right in your own area. Be aware though, that you will need to have enough SG/VG members on hand to accommodate all attendees, especially if they are not already members of the group. Also remember that Villains cannot enter Hero bases and vice versa.
Virtue vs. Other Servers
The Cape Radio is first and foremost a server for the Virtue community. However, we have supported events on other servers (Infinity, Test) in the past. These event requests are considered on a case-by-case basis. The event requester should be prepared to put significant effort into publicizing the event and working with the DJ.
Attendees
Target Audience
The Cape Radio supports events that are inclusive of the entire Virtue community. If you plan to restrict attendence at your event, The Cape may not be able to support you directly. If you expect to request a lot of songs with swears and suggestive themes, we would suggest planning a late-night event. Remember, all event times are posted in Eastern. Additionally, there are plenty of listeners who do not participate in the Global Channel. Make sure you are targeting them with your advertising as well.
Random Passers-by
If you are holding your event in a public place (Pocket D, low-level zone), be prepared to have some people wander by and ask what's going on. The Cape recommends that the event organizer designate a person or persons to answer questions about the event.
Devs
CoH/CoV's staff has a well-earned reputation on Virtue for being very supportive of player-run events. They may show up unannounced as one of the CoH/CoV signature characters and interact with party-goers, or remain hidden and quietly pass out those coveted temporary "Yellow Titles."
The Cape does not have a special arrangement with the Devs, and it is not up to us whether one of their staff attends. If one or more of them do attend, be friendly and grateful.
DJs
The Cape will make every effort to accommodate the request for a specific DJ. However, The Cape cannot guarantee any DJ's availability. More often than not, special events take place during regularly scheduled Cape shows. The DJ(s) who cover the requested timeslot(s) have priority for event coverage selection. Check our Schedule to see who normally covers the timeslot you are requesting for your event.
Additionally, browse the
DJ Libraries section of the homepage to ensure your requested DJ is able to support the music style you are looking for. Not all DJs have or are willing to play all styles of music.
Holiday Events
Every year there are some holidays that generate a lot of event requests. In order to avoid DJ burnout and listener overload, The Cape reserves the right to cap the number of holiday events at between 4 and 5 for a given month. For instance, Halloween is a very popular holiday. The Cape will review the event requests in the order in which they are received. If we reach 4 events, we will post in the Events Requests forum that we will be unable to support any additional Halloween events. Event requesters are encouraged to collaborate with other groups to consolidate the number of events and to better support the CoH/CoV community.
YOUR RESPONSIBILITIES
The following things are those the event requester needs to ensure are completed.
Date/Time Selection
There are three things for you to check when you are planning your event:
the Events Request thread,
the Upcoming Events thread, and
the Schedule. It is YOUR responsibility to ensure the timeslot you are requesting does not conflict with another event. The Cape recommends selecting an existing show timeslot - those are the easiest to schedule.
The Cape requires TWO WEEKS advance notice of an event. This means you must submit your request by 11:59pm Eastern two weeks before your requested date. Event requests that are submitted with less than two weeks notice will be declined.
Contact Information
It is vitally important that the Event Coordinator and the selected DJ be able to get in touch with the event requester. It is YOUR responsibility to provide a valid email address as part of your event request (the form can be found at the end of this post). Any questions or discussion about the event will be conducted via email or PMs on The Cape's forums. DO NOT rely on in-game email or tells to coordinate your event.
Advertising
Once you have received confirmation that The Cape will be able to support your event (AND NOT BEFORE), you are responsible for advertising. This may include posting the event description to the official CoH/CoV boards, to the SG/VG boards, or creating flyers. Flyers require Cape approval - simply post your suggested design in the event thread for feedback.
Song Requests
If your event will feature specific theme songs, special group anthems, or similar content, you must provide the list of requested songs to the Event DJ
ONE WEEK before the event. This allows the DJ adequate time to obtain any songs that are not already in their library. Requests received after this deadline will be filled at the DJ's discretion. If you do not have any specific song requests, then we encourage submitting styles or themes of music you'd like your event to contain (beach music, classical, songs about candy, etc). The Cape
highly recommends reviewing DJ libraries
before requesting a DJ for your event.
THE CAPE'S RESPONSIBILITIES
Things that The Cape will handle, from confirming an event to announcing it.
Scheduling
It is the responsibility of the Event Coordinator and Assistant Event Coordinator to review the event request and coordinate DJ schedules in support of the event. This can take time, so we ask for your patience. It is also why we require two weeks notice.
The Cape recommends that you review our
schedule to make sure your event request does not overlap two regularly-scheduled shows. If you select a time that does overlap two shows, we may request that the event start or end time shift to be fully in the regular show slot.
If The Cape already has an event scheduled during your requested time, we will work with you to reschedule your event. Cape-planned events take precedence.
Promotion
Once your event has been confirmed, The Cape will post information about the event in the Cape forums and on the front page. The Cape will also provide CoH/CoV official forum support in the event thread - if and only if the event requester has already begun the thread. The Cape DJs will also announce upcoming events during their shows.
Music
Once your event has been confirmed, the assigned DJ will work closely with the event requester to prepare the playlist and accommodate requests. It is the responsibility of the DJ to screen songs in advance and ensure that appropriate disclaimers are played as needed. The DJ will also work with the event requester to be prepared to support requests during the event, as needed.
The Cape reserves the right to refuse an event for any reason and without explanation. If you have any questions about this or any Cape Event policy, please speak with the Cape's Event Coordinator: DJ Pyrria or the Assistant Event Coordinator: DJ Pheonyx.
Updated 04/18/2010 by DJ Pyrria, Event Coordinator, in collaboration with Cape DJs and Management.
