update document due to my (hribhrib) experieces. add a checklist and did some restructoring

HowToOrganize.md

@@ -1,32 +1,68 @@
 # OnFOSS LAN organization
 
-An event will take span multiple hours depending on the schedule. The idea is to bring players together to play multiplayer open source games that may not be widely known.
+An event will take span multiple hours, or even days, depending on the schedule. The idea is to bring players together to play multiplayer open source games that may not be widely known. The event is about inclusion so the games should be available on all 3 major platforms (Linux, MacOS, Windows).
 
-There should be a schedule with what games are played at what time so that participants will have the time to install the games beforehand. There can also be time set aside for free play where everybody decides on the spot which game they'd like to play. It would be one of the games already installed on the server.
+## Checklist
+
+0. Test the games you want to play!
+1. Choose your organization team
+2. Set a date
+3. Choose games to play
+4. (Optional) Get somebody to stream
+5. Public presence
+6. Schedule the event
+7. Advertise event
+8. (Optional) Tournament registrations
+9. Server preparation
+10. Managing event
+11. After the event is be before the event
 
 ## Before event
 
-An event should ideally be announced well in advance (at least two weeks) so that people can keep their schedule clear. Optionally, times can be polled in the [main Matrix/XMPP channel](https://matrix.to/#/#xmpp_onfoss_conference.hribhrib.at:matrix.org).
+### Test your games!
+
+All onFOSS-LAN games needs to be tested beforehand! Like, setting up a server and try to connect to it. Also check if there is a release for Linux/MacOS/Windows, because self-compiling should not be mandatory.
+
+### Choose your team
+
+You can totally do a onFOSS-LAN on your own, however, you are limited to your own resources! For example, you can not managing players and also do a live-stream. If you plan a tournament you need somebody to help out organizing the groups and peoples. Get a dedicated streamer, advertiser, helping hands or anything else to accomplish bigger events.
+
+### Set a date
+
+Choose a date that suites you, the hoster! You have to organize the event, so you should be totally free! Also check if there are major holliday seasons that may decline the number of attendances. An event should ideally be announced well in advance (at least two weeks, for bigger events even a month) so that people can keep their schedule clear. Optionally, times can be polled in the main [Matrix](https://matrix.to/#/#xmpp_onfoss_conference.hribhrib.at:matrix.org)/[XMPP](xmpp:onfoss@conference.hribhrib.at?join) channel.
+
+### Choose the games
 
 The list of games to be played can be up to the host, but good ideas can be had by asking the community. That is the Matrix/XMPP channel again but also [FreeGameDev.net](http://FreeGameDev.net) is a good place.
 
-Ideally, the event would have a webpage with the details about the event with most importantly, the means of communication during the event. Mumble is very good for this. A dedicated instance for this is available at <mumble://hribhrib.at>.
+### Live-Streaming
 
-The website can be on the event server itself or hosted somewhere else. A ready-made page is available, see "Server preparation" below.
+Live-streaming is a great addition to the event. Some players don't want to play a particular game or not at all, but want to "be part of the event". So streaming suites perfectly for that cases. Also, if you plan a tournament it is highly recommended to stream it! If you have a dedicated streamer, you may check if you get some game developers to have an interview or talk about the games they developed.
+
+### Public presence
+
+Ideally, the event would have a webpage with the details about the event with most importantly, the means of communication during the event. Also check out that you get listed on [onfoss.libregaming.org](https://onfoss.libregaming.org/). The website can be on the event server itself or hosted somewhere else. A ready-made page is available, see "Server preparation" below.
+
+### Schedule the event
+
+There should be a schedule with what games are played at what time so that participants will have the time to install the games beforehand. There can also be time set aside for free play where everybody decides on the spot which game they'd like to play. It would be one of the games already installed on the server. Also plan for breaks! It is higly recommended to do a 15-30 min break at least every 4 hours! 
 
 ### Advertising
 
 Once a time and list of games is set, advertise this in multiple places. Make sure the time is in UTC since people will join from many different time zones. Example of places to advertise:
 
-* [Main matrix/XMPP channel](https://matrix.to/#/#xmpp_onfoss_conference.hribhrib.at:matrix.org)
+* Main [Matrix](https://matrix.to/#/#xmpp_onfoss_conference.hribhrib.at:matrix.org)/[XMPP](xmpp:onfoss@conference.hribhrib.at?join) channel
 * [Libre Gaming matrix channel](https://matrix.to/#/#libregaming-general:tchncs.de)
 * [Opensourcegames subreddit](https://www.reddit.com/r/opensourcegames/)
+* [Opensourcegames Lemmy](https://lemmy.ml/c/opensourcegames)
 * Mastodon with the #FOSS and #opensource tag
 
-It is also very important to send a reminder the week and/or day before the event.
+It is also very important to send a reminder one week, 3 days and the day before the event.
 
 ### Server preparation
 
+First you have to get a VPS to host the servers on. This can be accomplish by either having one, renting it hourly for the time of the event (plus preparation-time) or get a sponsor to give you access to a server!
+
 A ready-made configuration script is available to build a server hosting various game servers. It sets up a website listing all of the games and also downloads, installs and configures the game servers. It was created for a freshly installed Debian 11 machine. The script can be downloaded here:
 
 * <https://git.libregaming.org/DeathByDenim/gameserver>
@@ -38,13 +74,17 @@ For running games that do not have a deploy script, create one and ideally submi
 
 ## During the event
 
-As the host, make sure you have joined the Mumble channel early and that the server is up and running. Make sure to also monitor the main Matrix/XMPP channel as people may appear there as well, especially if they have issues joining Mumble.
+Check that everything is working before the event starts.
+
+### Managing event
+
+Mumble is very good for communicating during the event. A dedicated instance for this is available at <mumble://hribhrib.at>. As the host, make sure you have joined the Mumble channel early and that the server is up and running. Make sure to also monitor the main [Matrix](https://matrix.to/#/#xmpp_onfoss_conference.hribhrib.at:matrix.org)/[XMPP](xmpp:onfoss@conference.hribhrib.at?join) channel as people may appear there as well, especially if they have issues joining Mumble.
 
 Try to stick to the schedule as people may skip games they do not enjoy.
 
-New games can be a bit experimental and might not work. If that happens, simply pick a different another game or just the next one in the schedule.
+New games can be a bit experimental and might not work, so it is generally not recommended if you are new to hosting events. If that happens, simply pick a different another game or just the next one in the schedule.
 
-This event can take several hours.
+This event can take several hours or span over days.
 
 ### Streaming
 
@@ -52,4 +92,8 @@ It's great if you can get someone to stream the event live. This is especially f
 
 ## After the event
 
-Plan for the next one!
+Plan for the next one!
+
+### After the event is be before the event
+
+Gratefully thank people for joining and console the people, that didn't mangaged to join, that there will be a next event! Also sharing pictures or [videos](https://hribhrib.at/onfoss.mp4) of the event afterwards is very helpfull to bond the community together.