Tolkien Moot XVIII RSVP (Saturday July 30th and Sunday July 31st, 2022)

by admin — published May 20, 2022 12:00 PM, last modified Jul 27, 2022 10:34 PM — expired

Thanks to the non-profit Eä Tolkien Society, an official Smial of the U.K. Tolkien Society, and the non-profit RPG Research's Role-Playing Game Community Center, Tolkien Moot continues to be 100% free and most events remain open to the public. However we have VERY LIMITED seating, and limited number of ONLINE ROOMS, so not everyone can attend, though everyone is welcome to watch the live streams and participate in the panel discussions. RSVP early if you wish to participate directly. Please take just a few moments to fill out this online RSVP registration form so that our volunteers can be better prepared for you. Apologies for the length of the form, and the lack of graceful layout, but completing this form helps to provide the best experience possible for everyone attending. If you have any technical trouble completing form, please let us know: tolkienmoot at gmail dot com or Text/Phone (USA): (509) 608-7630 (Will be answered by the non-profit RPG Research, hosting our event for free). Remember, Tolkien Moot is "Pot Luck" for food, so be sure to select from the form and remember what you are bringing, to help contribute to this free event. While you are at it, please also consider donating to the non-profit RPG Research who is kindly letting us host this event at their Role-Playing Game Community Center free of charge. https://www.rpgresearch.com/donate

This year is another year of POT LUCK. WE ASK THAT YOU PLEASE HELP CONTRIBUTE TO THIS FREE EVENT BY BRINGING FOOD, BEVERAGES (non-alcoholic), SNACKS,

plastic ware (forks, knives, spoons), paper/plastic plates, plastic cups, coffee cups, etc. to share with everyone to help keep the host's costs down. Thank you!

Select one or more items you will be bringing.

SCHEDULE: http://www.tolkienmoot.org/schedule

This year the doors open at 7:30 am, with events beginning Saturday at 8:00 am sharp.

The convention officially ends Sunday at 7:45 pm (though an option for late night socializing and gaming is open to any wishing to continue).

LOCATION: RPG Community Center, 101 North Stone Street, Spokane, Washington, 99202 SPOKANE, WASHINGTON, USA.

Live online streaming: Stream 1: Youtube: https://youtube.com/tolkienscholars - Youtube Stream 2: https://youtube.com/tolkienmoot - Stream 3: https://twitch.tv.com/tolkienscholars - Stream 4: https://twitch.tv/rpgresearch

Online Virtual Game Meeting Rooms: RPG Research Audio/Video Jitsi Servers - https://meet.rpgresearch.com/moot1, moot2, moot3, moot4, etc.

CONTACT INFORMATION:

Event Organizer/Founder: Hawke Robinson
Email: tolkienmoot at gmail dot com
Cell phone (text okay): (509) 608-7630 (RPG Research will answer and relay the call as needed).

We do reserve the right to cancel at any time without advance notice. This is a 100% volunteer-run, free event, and we do our best to stick to the schedule, but resources vary each year, so sometimes we have to make last minute changes.

We do reserve the right to refuse attendance for any reason, most commonly for seating capacity priority. Be sure to read the agreements in the RSVP form for more details.

Extra gaming sessions are available for those "hard core gamers" that want extra sessions, depending on Game Master availability. Contact your GM for details.

Universal Questionnaire

This section of the form has information that all participants must complete.

Your Primary E-Mail Address If you are using a Microsoft account, please provide a secondary non-Microsoft account. If you do not receive a confirmation of this form a few minutes after submission, please check your spam folder. We have had a lot of problems with Microsoft account, so please consider using a non-Microsoft account.

Verify Primary E-mail address Please re-enter your Email address to verify accuracy.

Attendance Selection Indicate which sessions you plan to attend. Select all that apply.

Entire Main Convention (Saturday 7:30 am to 10 pm, Sunday 10 am to 5 pm) (most people select this option).

Entire Main Convention PLUS late night extra gaming/socializing sessions.

Only some sessions (please indicate in the comments when you will be attending).

Saturday only. All day (Saturday 7:30 am to 10:00 pm).

Sunday only. All day (Sunday 11:30 am to 7:45 pm).

Pre-convention help with setup Friday evening (6:00 pm to 10:00 pm).

Sunday post-convention help cleanup (8:00 pm to 9:00 pm).

Commitment Level Please state the likelihood of your follow through on attending this event. Only those selecting "Committed" are guaranteed seating for gaming events. There is additional seating for non-tabletop-role-playing-gaming events for those who are less certain about their attendance. And you may fill any empty seats as available. Anyone selecting "Tentative" or "Wishful Thinking" may not have an available seat, unless you contact us at least TWO WEEKS BEFORE THE EVENT BEGINS verifying you will be attending. . If all game seating is filled by "Committed" RSVP registrations, subsequent "Committed" RSVP's will be next on the wait list, and we will do everything we can to accommodate you should you appear. "Fairly Firm" will be next in line on the wait list, followed by those selecting "Tentative". IF YOU HAVE TO CANCEL, PLEASE CONTACT US AS SOON AS POSSIBLE TO FREE UP YOUR SEAT FOR THOSE ON THE WAITING LIST. Email: tolkienscholars at gmail dot com or call (USA +1) 509-481-5437 to let us know as soon as possible about any changes or cancellations. Registration is on a first-come, first-reserved basis. Those listed as "committed" get highest priority, followed by "fairly firm". Those listed as tentative will be the first to be put on the wait list. Those listed as "committed" if wait listed, will be the first to come off the wait list if a seat open up.

No Commitment Selection Made
Wishful Thinking (we appreciate the thought)
Tentative (we will try to keep a seat open for you, but those listed as committed will get priority seating)
Fairly Firm (we will reserve a seat for you, however those selecting "committed" will get first prioritization if there is any wait list, followed by those who select "Fairly Firm" would be next in line on the list)
Committed (we will reserve a seat for you)
Other (please comment)

First Name

Middle Initial/Name (optional) Helps distinguish you from others in case there are others with the same first & last name (it happens periodically).

Last Name

Year of Birth If you are under 18, please be certain to indicate. You will need your parent(s)/guardian(s) to sign a release form (see on website) or download from: http://www.tolkienmoot.org/documents/minor-parental-agreement.pdf If you are under 13 years old, you must have a parent or guardian attending the event with you.

Secondary/Backup Email If you have another email address you check, please list it here in case of any problems with your primary address. We especially have trouble with Microsoft-based email addresses.

Primary Phone Number In case there are any last minute questions or changes, please provide a number we can reach you. Generally most communication will happen by email, but this helps in case of any urgent situations. (This is a USA Phone number field, if international, use the Secondary Phone Number field.

Secondary Phone Number This is an international phone number field.

Postal Mailing Address In case we need to mail something to you (PO Box is fine).

City

State/Province

Zip/Postal Code

Country either 2-letter country code (US for United States), or full country name.

Contact Preferences Please let us know what contact methods you would like us to use. By default we generally only contact by email. Postal is rare, and phone is in case of last minute urgent issues.

Phone Call

SMS Text Message

Postal Mail

Food Preferences/Restrictions Please select any food preferences or restrictions you may have. Tolkien Moot does not control what food types are brought to the event, so if you have severe food proximity allergies (such as nuts), please be aware we can NOT make any guarantees that such allergens will not be at the event (very likely in fact), so please bring/take any necessary precautions (Epi-pen, medication taken in advance, etc.). However, if catering or food is provided, this list will help us in determining what menu options to offer.

No Restrictions or Preference

Vegetarian

Vegan

Mild to moderate intolerance/allergy

Severe food or proximity allergy - Please Comment.

Accomodations Where will you be residing during the event? Local resident means you already reside in the greater Spokane/WA or Coeur d'Alene area and will not be residing elsewhere during the event. Friend or Family means you will be staying at a friend's or family's location. Hotel/Motel means you will be staying at a hotel or motel in the area (NOTE: Please check the Tolkien Moot website for special event pricing at local hotels/motels). Hostel means you have made arrangements to "crash" at somebody's place (such as Hawke's) during the event. Unknown means you do not yet know where you will be staying. Other means it is not listed, but you know. For Unknown or Other, please provide additional information in the comments section.

Local Resident

Hotel/Motel

Friend/Family

Bed & Breakfast

Hostel

Unknown

Other

Garb, Costume, LARP? Would you like to wear garb/costume? This is purely optional and not required, but everyone is welcome to. Usually about 1/3 to 1/2 of participants do so. Will you be bringing your own, or would you like to wear something basic provided at the facility (first come first serve, limited "loaners" available)? Appropriate garb/costume would be clothing of a "Tolkienish" or medieval-ish style, as well as "elf ears", "hobbit feet", etc. Please keep in mind this is a family friendly event, so please no inappropriate images or language shown (such as t-shirts with swear words, or other generally offensive language or imagery (remember, family friendly).

Universal Questionaire Comments If you have comments for this section of the questionnaire, please feel free to provide them here:

Player Questionnaire

Please indicate that types of gaming activities in which you wish to participate. If you are only attending for the broadcast and audience events and do not intend to participate in any gaming, please select "audience-only" or "online-only".

Participation Type ONLY COMPLETE THE ROLE-PLAYING GAMING SECTIONS IF YOU WERE INVITED TO PARTICIPATE! will only be participating/watching as an online audience member, and will not be participating in any games. I will only be participating as an on site audience member or volunteer, and will not be participating in any games. I will be on site and participating in one or more games as indicated below.

I will be ON SITE and participating in one or more games.
I will only be participating as an ON SITE audience member or volunteer, and will not be participating in any games.
I will only be participating/watching as an ONLINE audience member, and will not be participating in any games.

Participate in RPG Sessions?

I AM planning to participate in the in-person RPG sessions.
I would like to participate in remote RPG sessions if they are available (waitlist).
I am NOT planning to participate in RPG sessions (will participate in other activities).

Gaming Activities Participation Please indicate preferred gaming activities at Tolkien Moot. All activities are Tolkien-related.

Tabletop role-playing games (RPG)

Video games

Card games

Board games (non-rpg)

Live-action role-playing (LARP)

Preferred Character Name Tabletop RPG or LARP preferred player character name. Please choose a name that you would like assigned to your character(s). Please select a name that is Tolkienesque, and if you know the difference, appropriate to the culture of your player character. Please choose a name that DOES NOT ALREADY EXIST as one of Tolkien's characters (Bilbo, Aragorn, Legolas, Glorfindel, etc.)d, otherwise you might run into your twin. ;-)

Primary Preferred Character Species/Race/Culture If you do not see something listed you would like, please indicate your preferences in the comments for this section. ######################################## IMPORTANT NOTE: The exact Species, Race, or Culture may not be available in this year's campaign so please be flexible, we'll try to find the closest match, but for example Hobbits are not really known to exist before Third Age 1000, so keep that in mind based on this year's theme. #########################################

Preferred Character Homeland Select that land of origin you would prefer for your player character. Keep in mind that depending on the time period, the homeland might not exist under that name, but we will adjust it as needed.

Preferred Game System Please select your MOST preferred RPG or LARP system. You will be able to select alternate preferences in the list below this one. We cannot guarantee that the game system you select will be the system available this year (that depends heavily on which Game Masters we have each year), but your selection will count as a vote towards which game systems will be offered, and which table(s) you will be assigned to. Please keep in mind that firm commitments to attending Tolkien Moot will be more of a determining factor than tentative commitments. If you do not select anything, the default selection will be "Any game system".

Character Comments Provide as much additional information as you like to flesh out your character. Background history, weapon preferences, clothing preferences, physical descriptions, etc. Please note that we cannot guarantee you will get the specific character you request. Some Game Masters provide only a limited selection of characters, while others are willing to create customized characters based on your preferences.

Legalese & Disclaimers

I agree to this Age Acknowledgment Statement. By selecting this checkbox, I hereby swear that I am 18 years of age or older, or that I have my parent/guardian consent to fill out and send this form, as well as to attend this event. Please note, anyone under 18 wishing to attend this event must either have their parent/guardian with them at the event, or have a written document signed by their parent/guardian providing approval for the minor to participate in this event. If the attendee is under 13 years old an adult (18 years or older) MUST be in attendance with the minor (no waiver necessary then). You may download the PDF of the Parental Agreement Form for Minor Attendance PDF at http://tolkienmoot.org/archives/Youth-Permission-Form.pdf

RSVP Commitment Agreement I hereby acknowledge that I am submitting this RSVP with the understanding that I will endeavour to the best of my ability and circumstances, to attend this event. If it turns out that I am unable to attend this event as registered, then I will contact the event organizers ASAP by using the online RSVP form, direct email, or by phone. I understand that seating is limited, and there is a wait list, so providing notice of cancellation is critical in allowing other participants who have been "wait-listed" to be able to attend. Email: tolkienscholars at gmail dot com Phone (USA): (509) 608-7630 (will answer as RPG Research)

Disclaimers I understand that this event is in no way associated with, condoned or approved by, in any way, any of the multitude of copyright/trademark holders in the morass that is the J.R.R. Tolkien intellectual property. This event is in no way associated with, approved by, sanctioned or supported by, the Tolkien Estate, Tolkien Enterprises, Middle-earth Enterprises, New Line Cinema, Sony, Saul Zaentz, Decipher Inc, ICE – Iron Crown Enterprises, Wizards of the Coast, Hasbro, Cubicle7, Sophisticated Games, or any other intellectual property claimants. Tolkien Moot is merely a get together of a number of friends, enthusiasts, and scholars, wishing to have an academic discussion about, and play games based in, J.R.R. Tolkien's Middle-earth.

Accomodations & Provisions I understand that I must provide for my own travel, food, and lodging arrangements. Resource information may be provided by the event organizers when possible, but I understand it is ultimately up to me to take care of my own provisioning. All d It is expected that all attendees will bring food & drink to share with other participants. Discussion and gaming-related material WILL be supplied by the event organizers (paper, pencils, dice, rulebooks, etc.).

Controlled Substances I understand and agree that no alcohol, cigarettes, marijuana, or illegal drugs will be permitted on the premises. Smokers (including "e-cig" and "vapor" based smokers) must remain at least 25 feet away from all entrances and windows outside the facility location in accordance with Washington State law. Please keep in mind there are often attendees with asthma, allergies, and other issues, that are highly reactive to cigarette smoke and other substances, so please be considerate. I also understand that bringing any such substances to the event facility, or coming to the event "under the influence", will mean summarily being ejected from the event and escorted off the event property, and/or law enforcement services being contacted to enforce this policy.

Photo / Recording Waiver There may be photography, audio or video recording at the conference. By entering the event premises you give consent to the use of your photograph, likeness or video or audio recording that occurs while you are attending the conference, in whole or in part without restriction or limitation for any educational, promotional, or any purpose for distribution in Tolkien Moot online and printed publications or any publication in other media and release Tolkien Moot, their officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing or publication of interviews, photographs, computer images, video and/or sound recordings. A full release can be found in the terms and conditions of your registration packet.

Role-Playing Gaming by Invitation Only This section only applies to those interested in role-playing games (tabletop & live-action) I acknowledge that if I completed the RPG information, if I was not specifically invited to participate in this year's RPG sessions, that I may be put on a wait list and might not be able to participate in the RPG sessions (other than observation), however I know that I can participate in many other activities available in parallel to the RPG activities if I am unable to participate in the RPG sessions. (If you were not directly invited to participate in RPG, contact tolkienmoot@gmail.com to request an invitation from the organizers).

Event Organizers Not Liable for Incurred Costs or Losses Due to Event Changes or Cancellation. I understand and agree that the event organizers are in no way liable for any expenses I may incur related to this event, even if the event is cancelled at the last moment (however unlikely). I agree that the event organizers are in no way liable for any costs incurred, including travel expenses, tickets, hotel/motel fees, gasoline, etc. The Tolkien Moot volunteers make every effort in good faith to follow through with providing the event as scheduled, but due to the limited number of volunteers, if too few people help, the event could be cancelled. Tolkien Moot has been running since 2005, and so far has never had to cancel though we have had a few close calls early on.

Privacy Policy I understand the event organizer's privacy policy is to not use my contact information for any other reason than contacting me about this or upcoming Tolkien Moot-related events. We will use the data provided for internal research information regarding participant demographics (kept anonymous from the public). My information will NOT be disseminated to any organizations outside of the Ea Tolkien Society, RPG Research, or RPG Therapeutics LLC.

Privacy Policy By completing and sending this form you understand the event organizer's privacy policy is to not use participants contact information for any other reason than contact about this or upcoming Tolkien Moot-related, RPG Researcl related, or RPG Therapeutics LLC related events. We will use the data provided for internal research information regarding participant demographics (kept confidential from the public). Information will NOT be disseminated to any organizations outside of the Ea Tolkien Society, RPG Research, or RPG Therapeutics LLC organizations, volunteers, or staff.

Final Comments Any additional final comments here. How did the form work for you? Any other features or choices you would like to see added? Any other comments or questions?

Please be patient when you click the Submit button.

If the server is very busy, it can take a few seconds or up to a minute to finish the submission process, please just be patient and do NOT push the submit button more than once (unless you are correcting errors that the server pointed out for your to correct and resubmit).

If you have any trouble with the form, please email tolkienmoot at gmail dot com so we can help you. Or call Hawke at (509) 608-7630 (will answer as RPG Research).

Thank you for your patience. We look forward to seeing you at Tolkienmoot!