weasleytook: (Default)
weasleytook ([personal profile] weasleytook) wrote in [community profile] crossovering2014-05-19 12:27 am
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Crossovering - Rules/FAQ

General Rules & Information

What is Crossovering?

Crossovering is a multi-fandom crossover exchange. It’s your opportunity to request crossovers between your favorite fandoms and to create them too!

Our rules/FAQ/etc. have been loosely adapted from great exchanges like Yuletide and Not For Primetime, so please check them out.

Who runs Crossovering?

[personal profile] galfridian, [personal profile] ishie & [personal profile] weasleytook. You can contact us with any questions or issues at our mod e-mail crossoveringmods@gmail.com and we will get back to you as soon as we can.

Who can participate?

Anyone who has an account at Archive of Our Own (AO3). If you do not have an account and would like to participate, please let the mods know before sign-ups and we can get you an invitation.

Do I have to have a Dreamwidth/Tumblr account to participate?

Nope! However, we do ask that you check in at either location regularly for updates, changes and reminders. You can subscribe to the Dreamwidth community without having a Dreamwidth account, so we strongly suggest you take advantage of that. If you're a Tumblr user, you can follow us here for updates and reminders.

2018 Schedule

Brainstorming: July 15 – July 22 (Go to the post.)
Nominations: July 23 – August 5
Signups: August 10 – August 24
Assignments sent: August 26
Assignments due: October 6
Final pinch hits due: October 13
Archive goes live: October 14
Authors revealed: October 21

How will the list of eligible fandoms be created?

From our participants! We will ask everyone who wishes to for nominations. Each person can nominate up to eight fandoms of their choosing. Unlike previous years, all nominated fandoms will be approved. However, we will run clean-up to eliminate duplicate fandoms and the like.

What kind of fandoms can we nominate?

Anything you like! We are not restricting fandoms based on type of media or size of the fandom, but final decisions will be at our discretion. Fandoms that have no existing fic on AO3 are also eligible for nomination.

How do I nominate a fandom for the challenge? How do I sign up?

Nominations and sign-ups will be done at AO3 and we will post a detailed explanation on how to nominate on our Dreamwidth community.

Please use the existing tag if the fandom already has works on AO3. If it does not, we will make sure a tag gets created should it make the cut.

How many requests can I make? How many fandoms can I request when I sign up?

You are required to make at least three requests, and can make a maximum of ten total. For each request, you are required to choose at least two fandoms and can choose up to ten maximum.

Each request will create a pool of fandoms that you can be potentially matched on. Your writer will match on at least two of the fandoms in that pool and must write a fic including at least two fandoms. So if you request Fandom A, Fandom B, Fandom C and Fandom D, you must be okay with any combination of these fandoms crossed over (i.e. A/B, A/D, C/D, B/D, A/C and so on).

The new rules for 2017 also allow you to only ask for two fandoms in an individual request. Meaning, you can now just request A/B with no other fandoms in the pool.

Wait. How does this work?

You will make at least three requests. Each request must include a pool of at least two fandoms, with a maximum of ten.

For example, if on your first request you ask for Supernatural, Harry Potter, Glee, and Battlestar Galactica, that means you must be okay with any combination of these four fandoms as a crossover. So you could get a fic that is about Supernatural/Glee, Harry Potter/Battlestar Galactica, Harry Potter/Glee, Supernatural/Battlestar Galactica, and so on. Your author will be matched on at least two of the fandoms in one of your requests that they have offered.

So if you are an author that has made an offer of Harry Potter, Marvel Cinematic Universe, Sleepy Hollow, and Glee, you could be matched to the above recipient to write a Harry Potter/Glee crossover.

The new rules for 2017 now means you can also just request Harry Potter/Sleepy Hollow in an individual request. This means your author/artist may have offered that same combination or may have offered Harry Potter, Sleepy Hollow, Supernatural and National Treasure.

You may repeat fandoms through your requests/offers, but we ask that you do not repeat an entire request or an entire offer in order to game the system. We will be checking and will ask you to edit your sign-up if we see this.

Why can’t I ask for specific characters?

Unfortunately, the parameters of this challenge and the matching does not currently allow this. We are adding an additional field where you can specify any characters you'd like to see, but we are unable to match on this so it will be an optional field.

What can I put in the additional details field? How specific can I get?

Anything you want! Tell your writer who your favorite characters and pairings are. Give them ideas on how you’d like to see these fandoms work together. Or link to a Dear Writer letter like many do at Yuletide.

However, keep in mind that these details are 100% optional and the only thing writers are required to do is write or create art for the two fandoms they matched on.

How many offers/fandoms am I required to make?

You are required to make at least three offers, with a maximum of ten offers total. For each offer, you are required to choose at least two fandoms with a maximum of ten fandoms total.

Can I edit my sign-up even after I’ve already submitted it?

You betcha! You can edit your sign-up all the way up to the deadline.

Will requests be visible during the sign-up period?

Yes! For the first time, we will be making requests visible during sign-ups this year.

When will I get my assignment?

Assignments will be sent out no later than July 30th. If matching runs smoothly and we have no issues, we may send them out sooner and will make an announcement if that happens. If you do not receive your assignment on the expected date, please check your spam folder. If you don't find your assignment, e-mail us at crossoveringmods@gmail.com

How are writers/artists and recipients matched up?

Matching will happen via AO3’s matching system. Each writer/artist and recipient will match on at least two fandoms in the same request.

What happens if I don’t have a match?

If that happens, we will contact you and ask if you can make any changes to your requests/offers to help us find you a match. Any request that we cannot find a match for will be sent to our pinch-hit list.

What is the deadline for submitting my finished story or art?

September 30 at 11:59 p.m. Eastern time. See when that is for you here. You may submit it any time before that if you are finished, and you may also make edits all the way up to the deadline.

When are the gifts available?

We will open the archive on October 7 at a time to be determined later. As long as everyone has a gift available for them, the archive should open on time. You will also receive a notification from AO3 via e-mail that you have a gift waiting for you.


I matched on more than two fandoms! Now what?

That’s completely up to you! If you think your recipient would like more than two fandoms crossed over, then go for it. If you have the time and creativity for more than one work, go for it! The only limit is your time and imagination. (Though we also ask that you keep in mind your recipient’s requests. And even though those details are optional, please don’t specifically go against them if they have requested that you NOT crossover 3+ fandoms.)

Can I request a different recipient?

The only instance that this is allowed is if there has been a mistake with the matching and you were assigned fandoms you did not offer. Otherwise, no.

I don’t know any of these fandoms and I didn’t offer them. What do I do?

Please e-mail us at crossoveringmods@gmail.com immediately and we will find a new assignment for you.

Can I find out more about my recipient's request/tastes/opinions?

Please do not contact your recipient directly or even anonymously. This is a secret anonymous exchange and we’d like the gifts to be a total surprise. If you have any specific questions you need answers to, please contact us at crossoveringmods@gmail.com and we will do our best to get the answers for you.

You may take a look at their AO3, DW/LJ and any other public social media sites (i.e. Tumblr) if they are available, but we ask that you don’t contact them yourself.

Do I have to write what they asked for in their optional details or Dear Crossovering Writer letter?

Nope. The only requirements is that you meet word count for stories or art requirements and that it feature the two fandoms you were matched on.

However, we do ask you to be kind and keep in mind any squicks or triggers that your recipient has asked you to avoid. This is supposed to be a gift for them and something they enjoy, rather than something that may cause them pain.

Can I talk about my assignment with my friends?

Please do your best to keep your assignment a secret. We understand that you may need people to bounce ideas off of or for beta help, but we ask that you not speak about the specifics of your assignment (recipient, fandoms, etc.) in public spaces.

My recipient requested some fandoms that I didn’t offer, but I have a an idea for a one of those fandoms. Can I write that instead of what I matched on?

Of course! As long as you are writing two of their requested fandoms, you can write something you weren’t matched on.

I saw that my recipient likes a fandom that they didn’t request? Can I write or make art for that instead?

No. You may only create for fandoms that your recipient requested. If you’d like to create a second piece including that fandom, you may do so but it will not be considered as fulfilling the challenge.

How can I provide my author with more information?

You can write a blog post or journal entry, similar to the Dear Yuletide Writer letters seen here, and link it in your sign-up.

I'm not going to be able to complete my assignment, what do I do? Can I have an extension?

We cannot grant extensions, so we ask that you please use the Default option at AO3 to let us know you won’t be able to complete your assignment. Remember, the sooner you default the more likely it is we’ll be able to find a suitable pinch-hitter.

Am I required to have my fic beta read?

We do not require you to have a beta reader, but we strongly suggest that you have your fic beta read. If you do not have a beta reader already, we will put up a post for people to volunteer as beta readers once assignments are sent out and you can try to find one there.

What are the minimum requirements for my story?

Your story must be at least 1000 words and a complete story, not a placeholder or unfinished. It must also use at least two of the fandoms your recipient requested in a prominent way. This means characters from Fandom A can’t just mention that they like Fandom B; the two worlds must connect somehow.

What are the minimum requirements for art?

Traditional or digital piece created entirely by the artist. Cannot be drawn on lined paper. Minimum size of 500,000 pixels. Must include two or more of the requested fandoms.

What if I don’t meet the minimum requirements?

If your story or artwork does not meet the minimum requirements at the close of the archive, we will have to consider you as a default and find a pinch-hitter for your recipient. You may edit and finish your work at a later date but it will not be a part of the main Crossovering collection.

How do I upload my story or art?

We will post more instructions once assignments are out.

I uploaded my gift but I need to fix something! Help!

You can edit your post at any time, so please feel free to do so.

What happens if I default or I fail to meet the requirements? Will I be banned?

We will not be banning or penalizing anyone for defaulting or not meeting the requirements this year. However, we reserve the right to ban in case of extreme circumstances.

Pinch Hitting

What is pinch hitting?

When an assigned writer or artist has to drop out of the challenge, the mods will find another writer or artist willing to take on their assignment to ensure that everyone participating has a gift.

If you default, and your assigned writer or artist does as well, we will not send your requests to the pinch hit list.

How can I become a pinch hit writer or artist?

You can join the pinch hit mailing list by sending a blank email to crossovering-ph+subscribe@googlegroups.com or by groups.google.com/d/forum/crossovering-ph visiting and clicking join. Be sure to set your email delivery option to "Send me an email for every new message".

Pinch hits will be sent to the entire list when they are made available. To claim, you must be the first to respond to the message with a blank email. You will receive confirmation from a mod if you successfully claimed the pinch hit. If you don't get a confirmation, you didn't get the pinch hit, but you can try for the next request to catch your eye!

(Don't worry; instructions are included in each pinch hit email so you don't have to waste time checking here first before trying to claim :) )

Do I have to be signed up for the exchange to pinch hit?

No, anyone who wants to can sign up to pinch hit. You are still required to follow the story and art requirements however.

How do you decide who gets a pinch hit?

Pinch hits are awarded on a first come first serve basis.

I didn’t get assigned a pinch hit but I like this person’s requests, can I write a story for that person anyway?

Absolutely! Just upload to the collection as a treat!

What is the deadline for pinch hits?

Pinch hits will be due at the same time as regular assignments, except in the event of last minute pinch hits. We will allow those to be uploaded later than the due date and will give new deadlines when we send those pinch hits out.

Comments, Reveals, Etc.

Can I reply to comments on the story I wrote or the artwork I created right away?

You can start replying to comments as soon as you like. AO3 will post them as Anonymous Creator until the day of reveals. You can also wait until after reveals if you prefer that.

Can I post my story or artwork to my LJ/website/another archive? Can I delete it?

After reveals, you can post your work anywhere you want, but we ask that you please wait until then. We would also rather you don’t delete your work since it is a gift for someone. If for some reason you don’t wish to have your name attached to the gift, you may orphan it, but we ask that it remain on the archive.

I don't like the story or artwork I got and/or it doesn’t do what I asked for!

Sometimes in a gift exchange, not everyone gets something that they love. Just like on birthdays or other holidays. But we ask that you remain polite and say thank you to your author or artist regardless of your feelings on the gift. Remember that they put time and work into creating that gift and that at least deserves a modicum of politeness.

However, if they failed to write the fandoms you requested or failed to meet the parameters of the challenge, please contact us immediately so we can handle it and make sure you get a gift that does fit the challenge.

The collection is live, but I don’t have a gift!

If you signed up and did not receive a gift, please contact us immediately. Sometimes things slip through the cracks and we will make sure you get a gift as soon as possible. (Keep in mind that if you defaulted and your writer defaulted after you, you will not receive a gift.)
omens: sun shining through leaves (Default)

[personal profile] omens 2014-05-19 09:33 pm (UTC)(link)
Aw man, this looks awesome! If you do it again, you should try including art or other fanworks! :) :)
c_mami: (Default)

[personal profile] c_mami 2014-05-19 10:24 pm (UTC)(link)
Same feeling here, I love the idea but I can only work out art gifts. Stalking the place (and nominating my favorite fandoms if I may). :)
ext_373490: (Default)

[identity profile] ahria.livejournal.com 2014-06-03 03:02 pm (UTC)(link)
Does it have to be strictly a cross over or are fusions okay?
galfridian: (Default)

[personal profile] galfridian 2014-06-03 04:10 pm (UTC)(link)
At least for this year, fusions are okay.

[identity profile] meatball42.livejournal.com 2016-07-07 06:26 am (UTC)(link)
On a related note, I noticed that there are freeform tags for crossover and for fusion in the tagset. Are we going to be differentiating our requests between these?

(Anonymous) 2014-07-08 08:43 pm (UTC)(link)
Can we write treats?
tlvop: drawing of girl walking in a confident/casual manner (boop boop boop)

[personal profile] tlvop 2016-06-26 09:11 pm (UTC)(link)
Hi! I'm sorry -- I'm 100% okay with Optional Details Are Optional, but are there any rules regarding triggers? I'd love to participate, but PTSD makes life stupid. I know in Yuletide they basically have it so you have to mention it in the original sign-up (instead of the dear writer letter) -- would that be acceptable?
tlvop: Drawing of a girl grinning (this makes me glad)

[personal profile] tlvop 2016-06-26 10:02 pm (UTC)(link)
Thank you! :)
sexycazzy: (Default)

[personal profile] sexycazzy 2017-06-26 10:06 pm (UTC)(link)
I'm a bit unclear on the art gifts part - can you explain more on this and maybe give an example or two?


Oh, another question:

When signing up, can I offer only art gifts and request either art or fic in return?

Thanks again :)