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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 server from Discord with /start-server BMS.
  • RDP into the BMS server using DNS bms.uoaf.net. Find the login credentials in the password sheet; access is limited to UOAF members.
  • Start the OpenFreq server using the OpenFreq handbook.
  • Launch BMS via the standard launcher shortcut on the desktop, not the alternate launcher.
  • Verify or load the correct xxxpre file in BMS.

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, use the Discord server controls to restart the BMS server.

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 with /ping

Once BMS and OpenFreq are ready, run /ping from any channel where Event Bot commands are available. The bot routes the notice by the current UTC weekday, pings that day's role, and posts in the matching channel: Monday BMS training, Friday Night Flights, or Saturday BMS Events. There is no channel override; to post in Saturday BMS Events, run it on Saturday UTC.

/ping takes one optional argument, optional_text. Use it for an extra note to append to the bot's standard event-start message. It does not accept an event number or event time.

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

  • Confirm the server-up announcement above is posted in #saturday-bms-events, with the correct event number and Discord-localized start time.
  • 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 OpenFreq 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 five-minute break for a bio break and to sort out any issues.
  • Call the exact return time, for example: we'll be returning 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 the OpenFreq client, sort it out, use Instant Action to check controls, then relaunch BMS and OpenFreq 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.

Post-Game Admin

Moderator admin runs alongside the debrief below; flights can start talking as they land.

Exit 3D and end the event

  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. In #saturday-bms-events, run /end-event. This saves and uploads the mission post file and automatically sends the survey to all attendees. Wait for the bot's confirmation.

Pull the tape

  1. In #saturday-bms-events, use /get-tape.
  2. The bot pulls the tape and automatically shares it in #saturday-bms-events when ready. Flight debriefs can begin while it is processing.

Shut down the server

  1. Once the Tacview file is shared in #saturday-bms-events, shut down the server. Live telemetry ends when the server stops; use the official file for further review.
  2. Shut down from the server's Start menu: Start -> Power -> Shutdown. You can also use /stop-server in Discord.
  3. In Discord, use /get-status to confirm the server has stopped.

Debrief

As flights land: review or watch live

  • After landing, you can start talking through the flight with your flight or watch the live Tacview feed while other flights finish.
  • For live viewing in Tacview Advanced, open Recording -> Real-Time Telemetry (not the Falcon 4.0 legacy option). Set the data recorder address to bms.uoaf.net, use the server's configured telemetry port (42674 by default) and password if one is required, then select Connect. The BMS server must be broadcasting telemetry for this to work. See Tacview's Falcon BMS guide.
  • Once the moderator posts the official Tacview file in #saturday-bms-events, use that file for replay and detailed review, especially after the live feed ends.

Before flight debriefs

Post this in #saturday-bms-events as flights split for their debriefs. Click the button when you are ready to post; it sets the regroup time to 15 minutes from that moment.

Flights, begin your 15-minute debrief now. Focus on the main events, what went wrong, and lessons learned, including flight-specific tactics and wingman points.

Please return to the event debrief channel by FLIGHT_REGROUP_DISCORD_TIMESTAMP. The moderator will call TIME at 15 minutes and bring any remaining flights to the debrief room at 17 minutes.

Then we will have a 20-minute package debrief, going flight by flight to clarify cross-package assumptions, errors, improvements, unknowns, and shared lessons.

15 minutes: flight debriefs

  • Once everyone is on the ground, reserve 15 minutes for each flight to debrief together. Cover the main events, what went wrong, and what the flight learned.
  • Use this time for tactical details and wingman-specific points that do not need a full package audience. Flights return to the debrief channel when finished.
  • At 15 minutes, the moderator gives a vocal TIME warning to flights still debriefing. At 17 minutes, pull all remaining flights into the debrief room.

20 minutes: package debrief

  • Go flight by flight through the major beats and lessons, now informed by each flight's review. Start with REDFOR if applicable.
  • Clarify assumptions and confusion across the package, identify errors and improvements, and resolve unknowns where possible. Keep detailed flight and wingman points in the flight debrief unless they affect the wider package.
  • Close the formal debrief after this 20-minute package discussion and thank everyone. The moderator should already have run /end-event after exiting 3D.

After-party: Tacview deep dive

  • Invite anyone who wants to stay to review the official Tacview file in detail. This is optional and has no time box.
  • Follow the package flow from the first flight on target to the last, pausing on useful tactical moments until the group is ready to wrap up.

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.