Guides et al

• Trainer Guide - TMC
• Theme Trivia Guide
• Pen & Paper Hosting
• Photo Guide
• Trivia Mafia PA User Guide

Trainer Guide - TMC

Showing a New Hire the Hosting Ropes

Thank you for being a Trivia Mafia Host Trainer! Your experience and skill in presenting Trivia Mafia trivia are invaluable, and we hope this guide will assist you in teaching new hosts how to be a good ambassador of our brand, and demonstrating the fun of running a trivia event. Thanks!

Week 1

Before:

Make sure you are familiar with all the updated policies and procedures and be prepared to update the new host with changes that have occurred since the last formal manual update. Technically, using the Answer App is optional, but we ask all hosts to be trained to use it.
You’ll be introduced to the new host via email by Brenna or Mary Kate; check that they have received all of their materials, reviewed the Host Guide, and joined the Host Slack. Encourage them to take notes.

On Site:

Trainer and new host are expected to arrive 30 minutes before trivia begins.
Introduce yourself to the staff and find out where to set up and how to use the sound equipment. If it is a Trivia Mafia PA, go slowly through the set up to teach the new host how everything fits together, and find out if it will be stored onsite after trivia. If it is an in-house system, the staff should be prepared to train you both on how to use it.

When you introduce yourself to the new host, let them know your experience and a little about yourself. Use this introduction time to find out what experience your new host has. Are they comfortable with public speaking, do they have experience talking into a microphone, are they familiar with sound equipment, what concerns do they have? Do they learn best by doing and getting notes after, or observing and then trying it themselves? Use this information to guide your training.

You should start on the mic, and introduce the game as well as the new host. You should present the first round and let the new host present the second. Alternate presenting rounds, and score the first half together, and you will read the answers. Talk about the best ways to keep track of time. Take a picture of them hosting to share on Slack, and find out if we can share it on socials!
For the second half of trivia, have the new host start with round five and alternate reading rounds, with them giving the answers for the second half of trivia. Have them do the scoring and help navigate half points and leniency in general; update the leaderboard, give time for any discrepancies to be raised, announce the winners and end the night as usual making sure to let the teams know that there will be trivia every week on the same day and time. Have the new host take the team photos.

Emphasize the importance of fair and accurate scoring, and the pitfalls of giving unearned points (and the balance of giving half points for humor or nearly-correct answers). Explain how to address a contested answer. Explain what to do if/when there is a tie. Remind them about the Questions email thread, and show them which channels to use in Slack if they need to ask for support/clarification/share stories.

After:

Make sure they understand how to set up and take down the equipment. Encourage them to take pictures and notes of the setup for reference, and for their ICOE. Review the ICOE together if you can!
Show them how to access the Host Feedback and walk them through filling it in. Let them know they will be running Trivia the following week and you will be there to assist them with anything that may come up.

Ask them what what they felt best about, and which elements are causing discomfort/challenges. Let them know you are available for any questions, and the best way to get a hold of you.

Week Two

Before:

Nudge them to review the ICOE form and review the Host Guide prior to arriving for week two. Let them know that you will be working with them to collect information to complete their ICOE.
Let them know when you expect to arrive. The second week may not need the full 30 minutes ahead of start, but never arrive less than 15 minutes before trivia should begin.
Make sure to communicate with the staff regarding any changes or updates since the prior week.
Encourage them! Share your confidence that they’ll do great. Let them know to laugh it off if they mispronounce a word or accidentally skip a question – everyone is there to have fun and we all make mistakes!

During:

This is the new host’s time to shine! They get to kick off the game. Before they hop on the mic, you might have them practice the introduction. They need to say:
- their name
- they are with Trivia Mafia
- it’s going to be so fun OMG
- trivia has eight rounds, four in each half
- the rules are simple: no shouting, no cheating, no teams over eight
- use your noodle, not your Google
- let’s goooooooooo

It may be more helpful for the host to get in the mindset of running trivia on their own if you don’t stay near them as they are presenting, so feel free to move about the cabin and sit in various places to listen. It is very rare that a host can make a mistake that cannot be addressed during a pause between questions or rounds (e.g., speak up/slow down; remember to describe prizes/thank staff/explain Mega Round, etc.) Resist the urge to interrupt them or take over! However, you can offer to run one round or read answers; leave the choice to the trainee. 

If they are struggling, try to give just one or two specific notes, and encourage them to sort things out on their own. Successfully navigating the night will be great for a new host’s confidence in presenting solo!

Take notes and be ready to provide constructive feedback at the end of the night. Check in with teams during the game to see if they have any feedback on delivery/pacing/vibes. Have the new host end the night on the mic, and present prizes and take pictures.

After:

Debrief on what you observed they did well that night, and ask them where they felt a little shaky. Mention any areas for improvement they didn’t touch on and offer tips on how to deal with those in the future. 

For example, if they struggled with pronunciation, encourage them to read all the questions aloud before trivia - whether that be at home before they come out or in their car right before they go in, that often helps. If they struggled with pacing, encourage them to set a timer on their phone, find a good clock in the space, or use their playlist to track time (i.e. if you start a new song after each question, you should read the next question by the time the chorus starts.)

They can also refer back to the Host Guide and the Cheat Sheet for other support. Have them complete the Host Feedback Form and make sure they have all the information they need to prepare their ICOE. They’ll get a reminder email automatically around three weeks after their hire date. 

Once they become comfortable hosting, they can learn by subbing at other sites, and subbing is greatly appreciated by everyone! Ideally they’ll have been a host for six weeks (four weeks solo) before picking up sub shifts, but that’s not a hard rule. Share with them the Sub Form and best practices for getting subs. Make sure they have joined the Host Slack, and encourage them to search Slack and ask questions as everyone is willing to help them out. Point out the channels for subs, answer app, job opportunities, and announcements (but also note the channels for playlists and kickball and stuff).

Most importantly, make sure they are comfortable and have enough confidence to run trivia on their own. If you or the new host have concerns about running trivia solo, that is OK, and you should reach out to Mary Kate and make a plan for the new host’s success.

Thanks for being an awesome guide for a new host!

Theme Trivia Guide

Big Fans, Small Focus

Theme trivia events can be incredibly fun! You do not need to be a fan to host successfully, but it helps. ;) 

Plan to arrive 20-30 min prior to the start, and to begin exactly on time. 
You are likely to have more first-time players than usual, so allow time to navigate the app with them during the first round. 

Hot Tips

• If it is not your regular venue, read the ICOE. If there is anything you have a question about, contact the regular host. 

• Teams are often new to the site, and to Trivia Mafia, so go over the basic order of operations so they know what to expect (eight rounds, image round(s), when is there a sound round, etc.) - and be sure to tell everyone when the location runs regular trivia.
  "Come back Sundays at 7pm for regular trivia!"

• Always read through the content before you arrive. If you have the subject knowledge, drop as many references, inside jokes, and innuendo about the theme as you can - but make sure none of those are actual questions for the night (for example, don't lead everyone in a recital of the Konomi cheat code for Nintendo trivia - because it is, in fact, a question!). 

• There will be teams that are SUPER into the theme and will likely do very well. But probably only a few. Most of the teams will really like the theme, but not actually do that well. Keep mentioning that these are really hard questions and they should not be discouraged if they only get some of the questions right. Be strict but fair on scoring, and always generous in spirit!

• Be ready for a very obscure objection to an answer. Since some of the teams are super into the theme, they know nuances that might cause some issues. (Looking at you, Star Wars fans.) All of our content is vetted and fact-checked to the best of our ability!
  You always have the right to Google the info (if you have the time and inclination). You can also put it to a vote - say the alternate answer into the mic and ask the crowd to raise hands if they think credit should be given. Or, be prepared to say that the answer you have is the right answer tonight, and you will forward that concern on to the Editorial team, but you can't change it right now. 

• Dress in costume, or along with the theme, if that suits your vibe/existing wardrobe. (You will not be reimbursed if you purchase a gallon of body glitter for hosting "Twilight" trivia, but we will happily post pictures of you wearing it.)

• Give the site's theme posters to the winners (or anyone really) when you take their pictures - the customer was likely to toss them anyway!

• Teams usually have pretty good team names. The third prize would be good to give to the best of the team names. At the very least, take a moment before you start the second half to acknowledge the many clever names on the mic! People love to hear their team name read out loud. 

• Note the funny wrong answers, and share them on the mic when going over all the questions. 
  

Team Size Limits

We recommend a team limit of six people for themes, but it’s really up to you to determine whether to keep it at eight people! Sometimes the site will specifically request the lower limit; this is usually the case if they’ve arranged special prizes. You are also more likely to see kids at theme nights, so just use your best judgment as to whether they count against a team total. 

Pen & Paper Hosting

Pen & Paper is old school! 

In the beginning, all Trivia Mafia trivia events had paper answer sheets - they were a full 8.5"x11" with a black-and-white image round printed on the back. These were printed in bulk and mailed every two weeks to hosts, along with a replenishment of pens (and third place prizes, which would either be some Trivia Mafia-branded item or a sponsored item, like roller derby tickets or a pizza cutter from a health care website). By February 2020, we were running over 160 events per week, thus mailing out over 300 sets at a time.

When we stopped mailing these out, we saved over $13,000 in shipping costs, as well as reduced the amount of waste that came from wrapping each set of sheets in plastic (and mailing 20 sheets in each set, nearly double what most hosts were actually using, meant tons of sheets were just tossed). 

When we returned to IRL events in 2021, we were also testing out a new way to gather answers. We think the Answer App is generally superior: it provides great accessibility for players that may be hard of hearing, gives us more accurate data on question difficulty; allows for immediate corrections in the system; makes grading much faster. 

However! We don't require every host at every location to use it. We acknowledge that the tactile experience of writing down answers (and doodles) can be nice, and it encourages people to get off of their phones for longer (a win for society). Some hosts are really into it, some players prefer it, some sites request it. If your set-up allows for it, go ahead!

What's the same

• You're still reading rules and every question on the mic. 
• The image round(s) do require an internet-connected device to view them.
•  

What's different

• Reading slowly and clearly is more important than ever! Expect more frequent requests for repeats!
• Image rounds are still online, but there is a slideshow for players to use. Direct players to the URL to view it (the URL updates daily, and expires once we move to a new set of questions). The passcode/URL slug for the Image Round will be sent along with the questions. There are two image rounds for each block of questions - the Round 4 Image Round, and the Round 7 Alternate Image Round (if you're not running the Round 7 Sound Round). It will be something like "triviamafia.com/b52" and they are not case-sensitive.
• Table touches are even more crucial. See above re: repeats! You can also use that moment at the table to see if they've completed the image round, or Mega Round. 
• Some hosts will offer a free bonus point to teams that provide their own pen (it's not encouraged, but it is allowed). 

When to use paper answer sheets

• When that's your personal preference. 

Grading tips

Note that you’ll have to allow for more time for grading, so shave a little time off the space between questions when you’re reading (~45 seconds between each, generally).

Note that the score totals are on the bottom of the second page! We’ve also include a helpful “Notes” space for players to keep track of their thoughts. Find our Cheat Sheet for timing and housekeeping reminders, and the printable PDF of the Answer Sheet here.

Feedback tips

Photo Guide

Photo Best Practices

By Brianna Liestman

 

The below guide will help you take the coolest team photos after trivia is over, no matter your photography skill set! Reach out to me if you have any questions.

TL;DR - The Most Important Bits

• Take Landscape (that means sideways) images, not Portrait (that's the up-and-down)

  • Bonus points if you leave some space on the sides for me to crop to a square

• If the photo is blurry and you can re-take, please do

• If anyone in the photo has an unintentionally off face (i.e. they blinked and didn’t mean to), please retake

• If the team doesn’t want a photo, please take a photo that is relevant to the trivia site

  • Cool signage, the exterior aglow at night, a glass with their logo, pets with gift cards, a photo of the prize pack, a selfie with your favorite server, or your own stock photo of their coasters. Basically, nothing unrelated to the event you just hosted, or that might be embarrassing to have uploaded on our Facebook page

• If you have an iPhone 11 or later, please update your settings!

Read on for more detail on the exact Whys and Hows of the Important Bits, alongside examples.

Team photo purposes

We post these in a slideshow in the location's landing page on our website as well as on Facebook, in weekly albums under our company profile.

 

Sharing pictures of people playing trivia is fun! It shows people what a good time trivia nights are, and hopefully encourages them to give us a try too.

 

Team photos are also really enjoyed by the players! We get requests in our social media DMs and emails requesting team photos, if the website hasn’t updated when the team looks for their photo. You remember how it felt to find yourself when you got your copy of your school yearbook, right? Our trivia players are looking for that same rush of endorphins.

 

Plus, they usually share those photos with friends, which circle back to the earlier-listed reason we take photos!

Asking for consent

Everyone’s digital boundaries are different, and we as a company want to always respect those boundaries! Before you put them in frame, follow these steps:

1. Let the team know you would like to take their photo and why;

2. Inform the team this photo will be uploaded to the Trivia Mafia website, on the location page for this venue, and then uploaded to Facebook; and

3. Ask them if they consent to having their photo taken and used for this purpose.

If they say yes, groovy! Hit that shutter button.

If they say no, congratulate them on the win, and let them go on their merry way.

Photo best practices

There are several elements to consider when taking a good trivia team photo! 

Photo orientation

We ask that hosts take photos turning their device sideways, so the final product uses landscape orientation. This creates a more consistent and well-designed slideshow for each of our location pages. There are also usually more people visible!

 

I am personally requesting that you try to stand far enough back that there is some extra room on the sides of the trivia team. When we post photos on socials, particularly for our weekly top-scoring teams roundup, the post looks best when we can use a square crop. We want to avoid cropping people out with the square, so if one photo in the post can’t use that crop we use the horizontal option instead. It’s doable, but it doesn’t look quite as pretty or fill the space as much as the square crop. (This is a Nice To Have, not a Need To Do.)

Photo quality

Bars, restaurants, breweries, the endless void…they are all spaces that aren’t as brightly lit as we’d like them to be. We are working with what we’ve got, so we know there are times when photos won’t turn out perfectly.

 

That said, we should always strive to take an image that is as in-focus as possible. If the first photo looks pretty blurry, take another one for safety. Consider using a flash. Sometimes the lighting is working against us and that can’t be helped, and sometimes we accidentally bump an elbow against something when we click the button and the second shot turns out better!

Model quality

When taking a team photo, it’s important to represent the players in the best way possible. If you’ve ever seen a photo of yourself with your eyes half-closed and thought “oof, don’t like that” as you hit the delete button, I can promise there are trivia players who feel the same way!

 

When I am taking a photo, I always say out loud, “Let me quick give it a look to make sure I can see everyone…” and either I let them know we need a redo, or I say something like “I see eight out of eight eyeballs, we’re good!” You’ll find teams appreciate the extra couple seconds that a photo review and second photo takes.

File specs for iPhone 11 and later

If you have an iPhone 11 or later, your photos are defaulted to .heic. This makes them hard to upload in a lot of spaces! Luckily, it’s not permanent.

 

Please update your settings before taking your photos. Your friendly neighborhood marketing colleague will be so grateful they don’t have to convert every photo file, and you’ll guarantee the photo will upload no matter what application it is used for!

What to do if a team doesn’t want a photo

Not everyone wants to be photographed, or to have their images shared on our website and/or social media. And that is a very valid boundary we want to respect!

 

It’s still important to use a photo that makes sense and satisfies the reasons we take and share these photos. We don’t want anything that is too embarrassing or will be trolled in the comments ending up on our Facebook.

 

A few great options include:

• A photo of the prize

• An adorable pet that is at your location (with as much detail about said pet as possible, particularly whether or not that pet knows I love them)

• A bar vibe photo: A cool sign, the wait staff, the front entrance, etc.

• A photo of you hosting (we like your mug, too!)

A few examples we’d rather not see include:

• Clip art from Google

• A photo of your cat (unless it was at trivia, which would be rad)

• A photo of your car (unless you host trivia out of your trunk, in which case we have several questions)

• An empty bar/restaurant

“You want some examples?!” “I think they want some examples, Pierce!”

Below are team photos that really understood the assignment, and team photos that have some opportunities for improvement.

Great team photos

Look how happy they all are!

Lots of nice empty space on the sides of the image

While one person is covering their face, they are clearly doing it on purpose — as is their right!

Cutie patooties

Good dogs!

Team photos that warrant a reshoot

Blinking is such a functional need for our eyes and often poorly timed, but we can always take a second pic

Did you know some animals, like tortoises and hamsters, blink one eye at a time? A real downer to know that hamster wasn’t flirting with me, TBH.

…no. Just no.

But…where do those photos live?

Maybe you keep every team photo you’ve ever taken. Maybe you delete it immediately after you submit host feedback so your phone has more space for photos of your dog. The question at hand is, what do we a Trivia Mafia do with that photo?

 

Your photos go to a database, along with your feedback, where the admin team can find it! We can pull them from there as needed and see what the team’s name and score was. This is where I look every time I get a DM from someone saying “I forgot to ask my host for the photo they took of us, do you have a copy?” I can download it from there and send it to them with congratulations on their smarty pants-ness. If you ever delete team photos and want them back, feel free to email me and I can do the same for you!

First through third places photos

The winner photos are uploaded to the location’s page on our website. This happens roughly once a day, hence why your photos might not always be there when a team looks. There are also going to be times where upload takes longer, because the Internet.

 

Finally, those photos are uploaded about once per day to our Facebook page, in a monthly album of winner photos. Facebook is also on the internet, so that frequency can change too! 

Miscellaneous photos

Currently, the miscellaneous photos are not uploaded to the website or to Facebook. It is on the to-do list for the app and website updates to have them added to the location page slideshows and Facebook eventually!

I do occasionally use these photos for various trivia promotion opportunities on social media and our newsletters. This is a great section to add a submission for our Pup Quiz, which is a weekly post showcasing doggos playing at our trivia nights, and the Pets & Plants section of the Morning Rounds! 

Trivia Mafia PA User Guide

So, you need to use a Trivia Mafia Public Address (PA) system?

Here's everything you need to know to get set up for the night! Read on for how to put things together, set the levels correctly, and be good to rock and roll.

Trivia Mafia owns this equipment, and the customer is paying a small fee each week for us to provide it. In many cases, they will store it onsite between events, which is honestly kind of a favor to us so the host doesn't have to carry it back and forth each week. They are not require to store the gear, and if they do, we ask that it always be in a secure and dry environment (i.e. in an office, not a public bathroom or back of a kitchen). They expect us to be the experts on this!

Be aware that there are two pieces to store/carry - the main PA, and the bag with two speaker stands. The PA is both awkward and heavy (about 42 pounds), so lift with your legs. 

Parts

Each PA comes with the below cords and equipment.

This is the PA system. There are latches up top for you to unlock and then remove the speakers from the center board.

 

Each PA will have the below in the compartment in the back of the middle console:

1. Power Cord

2. XLR Cable

3. Microphone

4. 2 dual-male 1/4 inch cords (Look may be different of the cord, but the connection is the same)

5. (Optional) Aux to dual 1/4 inch cord (You will only have this if your PA doesn't have BlueTooth)

Connections

Connection pictures below each text description.

1. Microphone Connection. Connect the XLR Cord to the microphone and to the port at the bottom of Channel 1 on the bottom left of the middle console.
   
2. Speaker Connections. Place the speakers on the stands, or place them where they will work best in the space, not every location uses stands. Connect the two 1/4 inch cords into the back of the middle console and the front of the two speakers. 
   
   
3. Power Cord. Plug the power cord into the back of the system and into the wall. (NOTE: The picture does not have it plugged in, but this is the spot where it plugs in.)
   
4. Bluetooth/Aux input. You will press the button on the bottom right of the front of the middle console to connect to Bluetooth. If it is flashing, it is looking for a connection. If it is solid, it is connected. (If the PA doesn't have Bluetooth, you will have cord 5 above. Connect the red cord to the R or right side and the other color - probably white - to the L or left. The two ports are just below the button.)
   
5. Power On. Finally, turn on the system. The power switch is just above the power cord plug in. You should be good to work on levels!

Levels

1. Overall level. This will control the volume of everything on the system. Meaning if you turn this up, both microphone and music will go up.
2. Microphone Level. The top wheel on the left will control the volume of your microphone only.
3. Music/Bluetooth Level. The top right wheel will control the Bluetooth and music volume. Whatever device you have plugged in or connected to the system. Check your device levels, as well. If the device is turned down, this channel won't make sound.

You will not need to do more than this! Turn the Treble and Bass to half, it will work best with most voices. Turn the reverb all the way down.

NOTE: Don't ever press the "Line" button that is at the bottom of Channels 1-5. This doesn't mute the channel, like it seems to do, but deafens it. If you turn up the volume then press this button you will blow the speakers. If this button is red on any of the channels, turn down the Overall level and press the button. Then slowly turn up until the volume is good.

Tear Down

Do everything from setup in reverse and ensure you coil the cords respectfully and correctly. Don't pull them hard, don't make things super tight. If you don't know how to coil cords, check with Davis or online there are tons of videos.

Adapters

Trivia Mafia asks hosts to bring and use their own device(s) for operating the online app, playing music, and possibly running a slideshow. You may need an adapter (or dongle, if you will) to connect to your phone, tablet, or laptop. Most of our PAs will have Bluetooth capabilities, but even if they do, it's always a good idea to have a hardware backup. We recommend having an aux adapter like this, and possibly an HDMI-to-USB-c adapter as well. We will happily split the cost with you if you have to purchase something in order to successfully run your event (just clear it with Brenna first).

If you discover that you need other cables, extension cords, or specific gear to run your event, work with the AV Expert to source those - we may already have some available we can deliver for use. 

Troubleshooting

Problem: The speakers aren't working/are crackly.
Solution: Check the connections of each cord. They need to be pushed all the way in! If that doesn't fix it, try switching cords around, or unplug and replug the cords. If still not working, contact Davis and do what you can until you get a resolution.

Problem: I can't connect to Bluetooth.
Solution: Confirm the system has Bluetooth. The button will say "Bluetooth" below it on the right hand side. If it doesn't, you don't have Bluetooth. If the button turns on and goes solid immediately, then it's connecting to someone else. Hold the button down until it flashes, it could take a bit. If that doesn't work, ask the staff to disconnect from the system.

Problem: My voice sounds weird/echoey.
Solution: That's the reverb wheel. Turn that all the way to the left to turn it off. If that doesn't fix it, check with Davis and turn up the volume.

Problem: There is a red light at the top of a channel and the sound isn't working.
Solution: This means the channel is broken. You will need to switch to a new channel. If it is the microphone, go to any of the other channels. If it is the Bluetooth, you will have to not play music or find a way to connect to a different channel, though not through Bluetooth.

Temperature

This Public Address system is an astoundingly reliable and hardworking sound equipment set, but it also has a tender side. Don't let the hard plastic shell fool you - these are sensitive electronic machines. If you bring the PA home with you each week and keep it in a garage/car that is going to fluctuate with weather, it may affect performance! 

Pay attention to the thermostat: Extreme temperatures (both hot and cold) can cause issues, so keep this in mind in the solstice months.

If the temperatures get too extreme, the voltage going through a cold or hot unit will cause it to go into PROTECT MODE. The PA does this because too much voltage is going through and a circuit is not complete; rather than overload it and potentially short the whole unit, it shuts down the overloaded area. There is not a lot you can do about this immediately, which could delay your ability to start trivia on time. The PA needs to warm up (or cool down) and be able to pass the electricity through its designed path. 

Shut the unit off, and unplug everything: power cord, speaker wires, microphone, aux cord. Leave it unplugged and wait about five minutes. Even if it is off and unplugged, it still holds the voltage in it for a little while. Then, start over plugging things in one at a time, beginning with the power cord to check if it will power on.  

Please treat your Passport PA like the high tech/expensive piece of machinery it is! Bring it in out of your car (if you can) when you're not using it, and give it time to warm up if it's cold, or to cool down if it’s hot. Then you can carry on hosting a super dope trivia show like usual. 

Who to contact?

If you have any issues that aren't solved above, please contact Davis at Davis@TriviaMafia.com, or connect with the main host and staff at a place if you are subbing. You can also post anything to the #AVTroubleshooting channel in Slack and people are more than willing to help with any issues you may experience.