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Project Application

Application Guidelines

This guide covers the principles of strong applications that apply across every type of project on WesterosCraft: Immersion, Canon, Server, and City Projects. For the requirements specific to each type, see Project Types. For the whole project journey at a glance, see the Lifecycle overview.

Step 1: Choosing a Project

Before applying, identify an available project. Check the status on the Projects Page to find locations marked "Available" or "Not Started".

Not Started projects are open locations without prior work. These give you more creative freedom and require you to plan and build everything from scratch.

Available projects are previously approved but currently inactive. They have existing plans and tests you'll need to review and potentially update. Contact the original project leader if possible to understand their vision and any existing commitments.

For your first project, choose something smaller in scope. Canon hamlets, mini builds, or small immersion projects let you learn the application process without overcommitting.

It's highly encouraged, if you are interested in a project, to ask around for feedback on the area you are interested in, asking for second opinions. You should touch base with the Warden of your project region to see if they have any feedback or thoughts for you.

Step 2: Research

Before applying, familiarize yourself with the building philosophy in Project Fundamentals, particularly canon research, regional style, and worldbuilding. Your application should demonstrate understanding of all three.

For your specific project, document to the best of your ability:

  • All canon references to the location
  • How your plans address explicit and implied details from the text
  • Which completed regional projects you studied, if any
  • How your location fits its surrounding context

Step 3: Tests

Tests demonstrate capability in ways prose cannot. They show you can execute your vision at the required quality standard. Moderators primarily evaluate applications based on test quality.

Build tests at a test location or your builder plot, not the final spot. This lets you experiment, get feedback, and refine without committing and potentially making more work for you.

Common Testing Issues

Style mismatch: sometimes your tests look good but don't fit the parent project or region. The solution is to study approved examples more carefully before building.

Insufficient variety: you want more than just one test. Build examples of everything you'll actually use.

Insufficient quality level: tests demonstrate competence when mastery is required (Server and City projects especially). Refining tests until they are great, not just adequate, is important.

Step 4: Plans

Plans help translate vision into specifics. Good plans include location details (clear boundaries, map or coordinates, terrain description), layout (where major elements go and how they relate), building specifications (quantities and types), and special features (terraforming, unique structures, infrastructure).

Planning by Project Type

Plans and applications can vary by project type. Different project standards include layouts, justification for the build, scope of terraforming required, and approval standards. For specific requirements, see Project Types.

Common Planning Issues

Vague specifications: "Some buildings" or "a castle" without details. Be specific about quantities of Mini Builds or plots, their build types (such as lower class, upper class, dockside), and placement.

Unrealistic scope: be careful proposing more than you can actually complete. If this is your first project, steer away from larger ones even if you're eligible. Be honest about your capacity, skill, and available time.

Step 5: Submit Your Application

Once you have research, tests, and plans ready, compile them into a complete application document and submit it. Your application should be a clear, organized document that presents all your work in one place. Though discussion happens in Discord, your application must be in an external program. Most builders use one of these formats:

Google Docs (recommended): Create a shared Google Doc with view permissions. Organize with clear section headers and include images of your tests inline.

PDF: Create a PDF document with your application. Upload it as an attachment to your forum post. This works well for highly formatted applications or people who want to add a bit of design flair to their submission.

Samples of successful applications can be found in our Project Application Repository.

Using the Projects Channel in Discord

WesterosCraft uses Discord's #projects channel for application submissions and project management.

Initial submission:

  1. Navigate to the #projects category in Discord
  2. Create a new post in the respective regional forum for the project. There is a forum for each region of Westeros.
  3. Title your post in this format: [Project Name] by [Your Username]. (e.g., "Fairmarket by AerioOndos")
  4. In the post body, provide:
    • A brief summary of your project
    • Link to your full application document (Google Doc, forum thread, or PDF)
    • Warp or coordinates to your test location
    • Tag the relevant Warden(s) for your region
    • Add relevant Discord tags to your post (region, project type, etc.)

During review:

  • Moderators will comment on your Discord post with initial feedback
  • Discussion happens in the post's thread
  • When you revise your application, post an update in the thread
  • Tag staff again when you've addressed feedback and want another review

Upon approval:

  • Staff will mark your post as "Approved"
  • Your project post becomes the central hub for project updates
  • Use it to advertise plots, recruit builders to help you, and share progress

Requirements by Project Type

Requirements differ by project type, from a single Immersion build to a full City Project. Project Types has the rank, experience, approval, and planning expectations for each, and the Mini Builds, Plots, and Districts those projects break down into are defined under How Projects Break Down.

Step 6: Getting Your Application Approved

After submission, your application enters the review and revision process. This is where most applications spend the bulk of their time before approval.

The Review Process

Initial review timeline: Staff typically review applications within a few days to a couple of weeks, depending on their availability and workload. Larger, more complex applications may take longer to review thoroughly. If you haven't heard anything in 7 days, don't forget to ping the @warden role in your application thread.

Who reviews your application (see Project Types for full requirements):

  • Immersion Builds: one Warden from your region (two for larger-scope builds)
  • Canon Projects: one Warden from your region
  • Server Builds: two Wardens, your regional Warden plus one other
  • City Builds: two Wardens, your regional Warden plus one other

If your region has no active Warden, a Warden from another region serves as the approver (and as the second approver for Server and City Builds).

The Revision Cycle

Most applications will go through 1-3 revision rounds before approval. This is normal and expected. Each round of feedback should improve your application.

Staff identify major issues with research, tests, plans, or scope. They typically start with major issues, if any, and can also help you refine details.

If you get stuck in the approval process: Sometimes you're not sure how to address feedback, or you've revised multiple times without getting closer to approval. Reach out directly to your project leads or regional Wardens or fellow builders for assistance!

What Approval Looks Like

When your application is approved, staff will:

  • Post approval in your Discord application thread
  • Tag your Discord post as "Approved" with the appropriate tag
  • Provide any final conditions or expectations for construction
  • Confirm you understand next steps

Conditional approval: Sometimes staff approve with specific requirements like "build the keep before plotting the outer bailey" or "coordinate with [adjacent project] about the border." Make sure you understand and agree to any conditions they are asking of you. Failure to abide by the staff's conditions could lead to a project's status to be halted and to be re-evaluated.

After Approval

Once approved, you're ready to begin construction. Set up in-game by creating warps, plotting areas, and building your approved tests in the actual location. Start recruiting builders by advertising in Discord and marking plots clearly. Maintain the quality standards you demonstrated in your application throughout construction.

For Canon, Server and City projects, keep everyone updated on progress, preferably in your Discord thread. For all project types, maintain regular communication and don't hesitate to ask questions as you build.