Given the size of Chimera and how time-consuming it is to manage bookings and game selections manually, I think it might be time to do some more automation in terms of data collection and dissemination.
- put all the game selections in a database table (instead or as well as sending an email), and link them to the registrations
- give you an online interface to that database to assign people to games
- automatically assign everyone to their first choice, but give you the ability to move them and visibility of their second choice
- give you an automated online output of the list of players in each game with email addresses and character preferences
That way you could just copy and paste the automated detailed player lists to the topics you create here in the yearly Chimera GM forum, rather than having to create the lists manually, and it would contain all the details.
We may also want to consider storing all the game details in the database, so that they can be edited online as data rather than requiring HTML & FTP. That would save time when making the site for Chimera each year. And it would mean that when a game fulls up, you could mark it as full in the database and the site would automatically behave appropriately (game would be removed as an option from game selection, game page would have a note at the top saying it’s full, game could be marked on the timetable as full, etc).
All this would take some time, but may well be achievable for Chimera 2012. It would have a limited effect on players (they’d just get the same results faster, and the interface would look the same to them), but I’m guessing it would have a huge effect on you and your ability to get info to GMs.