Purpose:
To formally recruit and contract external contributors (Graphic Designers, Rules Writers, Editors, and Art Directors) for the project—ensuring their work is scheduled, budgeted, and assigned to a qualified contractor from the start.
What this means:
The developer is responsible for recruiting the external contractor who will work on the game. Recruiting, in this context, means signing someone to the project—securing their commitment, submitting the necessary paperwork, and confirming budget availability.
Contractors are typically selected from AEG’s Asset Farm, our internal database of vetted freelancers. If a new contractor is recruited, their information should be added to the Asset Farm per RACI Line 11A.
RACI Roles Defined:
- Accountable The developer is accountable for selecting and contracting a contractor (designer, writer, editor, or art director) appropriate for the project’s needs and budget.
- Responsible The developer initiates the contract, communicates expectations, and submits the required forms to begin the work.
- Consulted Production, Development, or Art Direction may be consulted to verify availability, portfolio alignment, skill fit, or cost expectations.
Key Guidance
- Only recruit if the budget for this role has already been approved (see Lines 4A & 4B)
- Use the Asset Farm, personal knowledge, or recommendations to identify preferred candidates
- For new hires, update the Asset Farm after the contract is in place
- Recruiting includes:
- Agreement to timeline and deliverables
- Submitted Contract Asset Form (Line 5)
- Template links are available in RACI Rows 5 & 6
Action Items
- Identify a contractor (designer, writer, editor, or art director) using the Asset Farm or an external recommendation
- Reach out to confirm availability, interest, and timeline
- Secure agreement on scope and submit Contract Asset Form
- Submit Cost Report for budget trackingAdd contractor to the Asset Farm (if not already listed)
Additional Guidance by Role:
Graphic Designers
- Confirm style and portfolio alignment with project theme
- Check availability for overlapping development milestones
- Ensure experience with game component formats (cards, tokens, boards, etc.)
Rules Writers
- Review past rulebooks or writing samples for clarity and readability
- Verify ability to work within established development timelines
- Check understanding of both mechanical accuracy and player accessibility
Editors
- Confirm experience editing rules text for clarity and consistency
- Ensure strong grammar, punctuation, and tone management
- Verify ability to coordinate with Rules Writers and Developers to finalize content
Art Directors
- Assess portfolio for relevant leadership and direction experience
- Confirm ability to oversee multiple creative contributors (artists, designers, etc.)
- Verify experience aligning visual style with project vision and brand standards
- Ensure availability for milestone reviews and feedback cycles
Reminder: Recruiting isn’t asking for interest—it’s closing the deal and locking the person in.
