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Event Runbook

UOAF Event Checklist

The moderator and package-lead checklist for standard Falcon BMS events, organized as a cleaner event-day runbook without dropping the operator detail that makes it useful.

Falcon BMS Moderator owned Package lead supported High detail
Dedicated server instructions Event Bot manual

Roles in the Room

Moderator: runs cadence, owns announcements, slotting checks, and commit timing Package Lead: briefs the package, answers package-level questions, and owns execution framing Flight Leads: brief their flights, validate readiness, and execute flight-specific contracts

Optional Weather Map Fix

If using custom weather maps

  1. Install weather maps locally. Download from Google Drive and extract to:

text C:\Falcon BMS 4.35\Data\Add-On NTO Polar Vortex\Campaign

Or pull the folder from the server:

text C:\Falcon BMS 4.35\Data\Add-On NTO Polar Vortex\Campaign\WeatherMapsUpdates

  1. Copy the nearest-time weather .fmap file from:

text C:\Falcon BMS 4.35\Data\Add-On NTO Polar Vortex\Campaign\WeatherMapsUpdates

into:

text C:\Falcon BMS 4.35\Data\Add-On NTO Polar Vortex\Campaign

If campaign time is 1625, copy 11600.fmap.

  1. In weather settings, switch weather model to Map Model, select the copied .fmap, and make sure maps auto update is checked.
  2. Save the .wth.
  3. Confirm it worked by checking the weather forecast text in the briefing.

T-30 Minutes: Pre-Event Start

Start infrastructure

  • Start the BMS AWS EC2 instance from Discord with /start-server BMS.
  • RDP into EC2 using DNS bms.uoaf.net.
  • Bring up the dedicated server and IVC about 30 minutes before event time using the server instructions.
  • Verify or load the correct xxxpre file on the server.
  • Start the IVC server.
  • Launch BMS via the standard launcher shortcut on the desktop, not the alternate launcher.

BMS startup caveats on the server

  • Be patient. BMS startup can take several minutes before it reaches the 2D UI.
  • Expect the mouse pointer sequence to be: none shown, then parachute, then fighter.
  • Do not mouse out of RDP, minimize RDP, or click around while the splash screen is loading.
  • If the splash screen goes black, abort startup by either Alt-Tabbing to the debug command window and closing it, or using Ctrl + Alt + End to open Task Manager and kill the BMS process.
  • If repeated starts behave the same way, fully shut down and restart the EC2 instance.

Configure the dedicated server

  • Select Comm and host as self or Host BMS Event.
  • Navigate to Campaign/Saved and select the correct xxxpre file.
  • Check that max players is set to 50 or higher.
  • Select server location. Normally use a transport aircraft on a remote location of the theatre as a training flight and leave it in briefing status.
  • Halt the clock to stop the server until the room is ready.

Post the server-up announcement

Use this in #saturday-bms-events once the server is ready:

@BMS Events The server is up for BMS Event # XXX and is starting in X minutes

BMS & IVC Server: bms.uoaf.net

Alternate IP/hostname for those outside of North America or those with poor connections: alternative.bms.uoaf.net   (alt.bms.uoaf.net)

Please confirm your setup is working and then connect to the server and test your IVC with any available player.

Newcomer expectations to include

  • Direct new players to Friday night flights first if they have never flown with UOAF, or tell them to ask for a check ride in #pickup-flights by pinging @BMS Pickups if they cannot make Friday.
  • Tell newcomers they are expected to meet SOPs / Basic Requirements, observe General SOPs, and read the briefing in advance while completing all theatre setup before joining the event.
  • Tell them to ask someone with a green name, meaning a UOAF roster member, if they need help.

T-0: Event Start

Event Bot and opening cadence

  • Make sure the UOAF Event Bot is online.
  • Remember bot commands can be used in any channel, such as #briefing-room.
  • Remember bot commands are limited to roster members.
  • Use /start-event to start the event and begin the 15-minute slotting period.
  • Introduce the event number.
  • Introduce the moderator or moderators.
  • Introduce the package leader.

Hardware readiness

  • Tell players to run an Instant Action to confirm controls and TrackIR are working.
  • Tell players to restart BMS afterward. Since BMS 4.34, they must restart BMS before the event.

New-player and bandwidth checks

  • Look for new people in the room.
  • For each new person, ask them to confirm they have seen the advice to new players, read the SOPs, installed the theatre, read the briefing, and reviewed the general requirements.
  • Check upload and bandwidth if needed by determining upload speed, for example with http://www.speedtest.net, and converting megabits to kilobits using 1 mbps = 1000 kilobits, such as 2 mbps = 2000 kilobits.

Share the connection details

  • Share the IVC and server IP sheet in #saturday-bms-events.
  • Copy the server-up message from Dog the Server Monitor in #alerts and repost it in #saturday-bms-events.
  • Explicitly tell anyone who has seen blue text, past latency issues, or has a questionable connection to use the alternative IP because the alternative path uses Amazon Global Accelerator and the regular IP does not.

Slotting checks

  • Open the slotting sheet linked by the event bot.
  • Match the sign-up sheet against Discord display names in the event rooms.
  • Fix typos.
  • Treat people shown in red as no-shows and either correct their names or delete them.
  • Check the bot message for unslotted people and ensure they are entered into the sign-up sheet.
  • Fill reserved slots.
  • Make sure everyone is slotted and both flight leads and package lead are happy.
  • Do not forget to mark package commanders in the sign-up sheet.
  • Once the room is happy, call out the flight leads to confirm everyone in their flights is in game and seated.
  • Hand off control to the package leader.

Package Leader Briefing

Mission brief

Comms and DTC checks

  • Run IVC checks in flight order as laid out in the briefing, F1.
  • Until further notice, hand DTC setup and Link 16 setup to flight leads.

Flight Briefing

Break out by flight

  • If late-comers arrived or players dropped and bot slotting has already ended, restart slotting with /slot.
  • Use Flight Briefing as the baseline checklist for the flight-level brief.
  • Make sure all participants are back in the briefing room before issuing /slot.
  • Remember that only slotted participants receive the survey link and get tallied in stats.
  • Move players to individual flight channels for briefing.
  • Have flight leaders explain the plan: motherhood, threats, weapons, tactics, and contracts.
  • Answer questions before returning to the main room.

Pre-Flight Procedures

Last room-wide checks

  • Bring players back to the briefing room.
  • Have the package leader or moderators answer final questions.
  • Take a four-minute break to sort out issues.
  • Call the exact turn time, for example: we'll be turning at X of the hour.

After Break: Moderator Readout

Read these items clearly before commit

  1. Please mute, but do not deafen, Discord during the flight.
  2. Use Shift-T to chat in game if you have technical issues.
  3. Do not use IDM on continuous mode, CONT. Doing this will negatively affect other flights.
  4. If you have an issue, close BMS and IVC, sort it out, use Instant Action to check controls, then relaunch BMS and reconnect. Every time you enter 3D, you must restart BMS entirely.
  5. After you land and exit BMS, or if you get knocked out, jump down into the debrief channel.
  6. Double-click your flight and your seat and save your data cartridge.
  7. We will commit as Taxi, everyone click takeoff then taxi right now.

Moderator: Commit to 3D

Server transition timing

  • Save the campaign using the same file name.
  • Goal: have the server in 3D one minute before the first player flight loads into 3D on a taxi start.
  • Put the server into taxi. This loads the server flight into taxi one minute before the first player flight begins taxi or takeoff, T-7, and this timing keys off the takeoff times of all player slots. For players with early takeoff times, it is not enough to sit in the slot at x64; they need to leave the slot and wait until the proper takeoff time. Once the server enters 3D, it should automatically stop rendering and the BMS window should become a solid color, probably black.

Version-specific server note

  • In BMS 4.37 and newer, minimize the RDP window so the BMS window is not displayed.
  • Legacy note: this is the exact opposite of the 4.35 to 4.36 procedure because the memory leak is no longer the issue.

Post-Game Admin

Exit cleanly and save the post file

  1. Press Escape, then count down five seconds.
  2. Press E, then count down five seconds.
  3. Wait for the sound cue that indicates you are out of cockpit view, then wait for 2D.
  4. If stuck, Alt-Tab out and enable Force Rendering Enabled on the D3D11 disabler so you can see the menu and recover.
  5. Save the campaign or mission to xxxpost.
  6. Close BMS.
  7. Download xxxpost.zip to the designated UOAF drive folder, xxx+1.

Pull the tape

  1. In the appropriate Discord channel, for example #saturday-bms-events, use /get-tape.
  2. Wait until the bot reports that tape conversion is finished. Pulling a tape can take up to six minutes.
  3. If you need progress, check the eventbot-server window on the server.
  4. While tape conversion is running, you can start the verbal debrief.
  5. Legacy BMS 4.38 note: the ACMI save folder is redirected through Falcon BMS User.cfg to:

text C:/Falcon BMS 4.37/User/Acmi

so get-tape can pull it correctly.

Shut down the server

  1. Once the tape is finished, on Google Drive, and you have pulled the xxxpost file, shut down the server.
  2. Use the instance Start menu just like a normal PC: Start -> Power -> Shutdown.
  3. Verify on EC2 that the instance actually stopped.

Debrief

Structured verbal debrief

  • Run a verbal debrief for each flight lead.
  • Start with REDFOR if applicable.
  • Keep each flight to a four-to-five-minute time box covering the high-level beats of the flight plan and outcome, what went well by callsign, and what can be done better next time by callsign.
  • End the event with /end-event. The bot creates the survey automatically and sends messages to participants, it may take some time because the bot avoids Discord spam detection, and you should check the bot message after issuing the command.

Tacview and informal wrap

  • Thank everyone who attended.
  • Tell them the formal debrief is over and they can leave or stay for Tacview.
  • Treat Tacview as the unstructured, optional part with no time box.
  • Use it for the let's look at cool stuff section after the formal debrief.

Post Event Survey

Survey timing and recovery

  • The event survey is automatically tallied and posted to #metrics-and-event-performance 72 hours after the event.
  • If late responses come in, re-query the survey at any time with /survey.