Start with availability and a clear objective
Use a vote to collect suitable times, then publish the chosen time in UTC with the event name. A vote is a planning aid; it does not register members for the event. Check registration, participation requirements and the live event’s own deadlines separately.
Before the start
- Name a coordinator, rally leaders, reinforcers and any substitutes. Assign people a role they can sustain with their current troops and healing resources.
- State which formation or first hero each role needs. Link the relevant event guide instead of sending the same formation to every battle.
- Ask members to check their march queues and Infirmary space. Decide where to report that someone can no longer reinforce.
- Keep the agreed roster and time in an alliance notice. Vote results have limited retention, and small group chats have a 50-member cap.
Keep changes easy to follow
During play, send short instructions that name the target, role and action. Announce who replaces a missing leader before opening another rally. Afterwards, review whether failures came from timing, capacity, troop composition or recovery rather than treating total power as the only explanation.