Do you have suggestions for other things that we can actually do to get the message out there? I guess we could sticky the threads, but most of us just glance over them 99% of the time. I tried advertising in sythechat but that didn't get very far. Half of our focus was "GET THE MESSAGE OUT THERE," and I find it hard to believe that anyone moderately active on the forums during the weeks we were advertising could have missed things. But do correct me if I'm wrong!
I brought this up recently in CDT land, and there are in plans in the next month to expand operations. I think we're all excited about what they will entail, but I can't tell you more since I'm not the one handling things

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The fixes we had to make were because the forum wasn't displaying user profiles correctly; that's entirely out of our hands, and we fixed things within a few hours of noting the problem (s/o Heeatz). It just happened that that day was the only day of the year when you actually had to care about what people had in their profiles, and fwiw, the clue for that one was double-posted in Zippy's introduction or feedback thread, I forget which.
The last clue had to be changed. Originally, I wanted to edit the text that appeared when you join sythechat, "NoAskingForModActions" or whatever, but higher-ups who could have given us that privilege weren't online to approve/deny it so we had to change it. And the two-letters-instead-of-one/not numbering clues was to prevent people from guessing the answer after only completing a few clues; 8 clues, 9 letters, etc. Iirc people could skip around in the halloween scavenger hunt, and that defeats the challenge of it.
Really depends on the event. For something like this, we decided on what to do maybe 3 weeks in advance, and we all did our parts individually with a few days to spare for editing/comments/etc. For a SM issue, it's shorter time-frame, for a contest like pool, it's one or two people and they can whip it up in a day or so.