Due to some recent posts in the Head Admin Forum, I decided to try and set up a guide, if you will for leagues requesting a room share. So here goes! Bearing in mind that only the Head Admins of a league can negotiate and execute a room share agreement the following steps should be taken by the Head Admin. All negotiations should be transmitted via e-mail. Though instant messenger dialogue may take place, anything that will be a part of the room share agreement should be sent via e-mail with an agree/disagree response from the other leagues head admin. It would also help is all transmissions were sent with a read receipt request. You must create a paper trail and keep all communications archived during the life of the share agreement. 1. Locating a room If it is determined that the best solution for your league is a room share then your first step is to locate a room with a league whose rules, as stated on their main page, are compatible with your vision for your league. Visit their room at different times and observe their conduct, make sure that you also take notes on the room activity level. If the people who are always in the room are all members of that league, then a room share there is probably not going to help with increasing your membership. Also if it is a large very busy league, a smaller league may get swallowed up by the larger one. I have been the HA on both sides of that fence, lol, So ideally a small to medium less active league would be the ideal league to share with. Look for a room with lots of non leaguers as well, a room share in such a room can be beneficial to both leagues. During this time initiate no contact with the league you are OBSERVING. 2. Initiating contact with the target league In your initial e-mail you should be extremely polite and respectful (you only get one chance to make a positive impression!), give complete information as to your league. (now they get to observe your leagues actions)
The name of your league ex: Guttersnipes The URL ex: http://www.myleague.com/guttersnipes Admin Teams Names beginning with the HA and the HA’s e-mail address and any instant messenger id’s.
Let the Head Admin know that you have spent time observing them, that you feel that the two leagues have similar goals and ideals. Explain how you think a room share between them and your league would benefit and enhance both leagues. DO NOT in the initial contact e-mail state or make any offers of what you will do if they let you play in their room. Remember this is a ROOM SHARE and should be both FAIR and BENEFICIAL to all leagues involved. If more than one league shares the room you will have to contact the Head Admins of all leagues and obtain agreement from all HA’s. If you have received no reply within a week to 10 days, you might want to double check the e-mail address and resend. Bear in mind, most HA’s will wish to communicate with their staff and members prior to making a decision of this nature and that takes time. The more patient and respectful you are, the better your chances at being successful in finding a receptive response in your quest for a room share agreement. This is not an instant process and may take as long as 3 weeks to complete the process. Deciding to share your room is a major decision and has a potential lethal effect on their leagues if the 2 leagues are incompatible. 3. Negotiating the terms of the share Again, keeping in mind that a room share agreement must be fair and beneficial to all leagues involved, you must nail down the terms. Who hosts from lobby on what days/hours, does each league promote the other, how will disputes be managed, the list goes on. There are several room share agreement samples posted on some of the league help sites. All are good and may be customized as needed by individual leagues. I hope this helps, it is a procedure that has worked well for me personally more than once in my quest for a room share agreement.
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