The following information in condensed and edited from a file on the dead.net archives at gdead.berkeley.edu, originally a post to rec.music.gdead by Charles Wolff <charles@phx.mcd.mot.com> about his efforts with Paolo Galtieri, who proposed a 12-step processs in honor of the Wharf Rats. (Note: I thought about coming up with 420 steps, but....)

1. Arrange for "seed" tapes: If you're getting seeds from someone else, ask whether they would like to be publicly acknowledged for providing the seeds, or whether they'd like to keep their identity private. Once you've made arrangements to receive seed tapes, post a pre-announcement saying, "I/We will be doing a tape tree for (show); stay tuned for details." You might also want to consider running a signup for DAT participants first and analog folks later.

2. Verify seed tapes and determine splits: When the seed tapes arrive, listen to them to make sure they have the complete show, that the quality is good (including checking levels and for any "diginoise"), and what the "splits" will be (i.e. what songs will be on what sides of the analog copies). Until you have the seed tapes in hand, go no further.

3. Post a signup announcement: Once you have the seed tapes in hand, develop and post the tree announcement, including the date(s) of the shows being distributed, the setlists for those shows, the source of the tapes ("audience DATs", "soundboards", "3rd gen Betty Board", whatever), microphone information (if available and applicable), the analog splits, the deadline to signup, the form of information needed to signup, the date you expect to post the tree structure, where to email signups, and, if appropriate, credit to the person who seeded the tapes. The announcement should clearly state whether there will be a DAT branch (DAT copies of the DAT seed).

4. Handle tree signups: Acknowledge receipt of signup emails. You may want to store these emails in a separate folder, perhaps organizing them by type (D>D, A>A, A leaf). If a signup is received that is missing specific information, write back and try to get the information. About a week before the closing date (or later if the deadline for signups comes within two weeks of the signup announcement), post a list of everyone who has signed up so far so that anybody who thinks they signed up but is not on that list can send another signup.

5. Organize the tree structure: (include short e.g.) All the DAT people get separated out, and note any DAT people who are willing to make analog copies for other people. (Note: Not all DAT people have analog decks, or even a second DAT deck, but there might be an expectation that those that do could help fulfill a role besides just being a leaf.) Next, any analog people who are not willing or not able to make copies for other people are put to the side; these have to be leaves on the tree. Next, look at the analog people who are willing to make copies of the tapes, and try to identify who might be "best" to use as branch parents. In general, people with dubbing decks get put aside, and people who can only make one or two (or three) copies get put aside. Analoguers with three-head decks, who are willing to dub for between four and six others, and who are willing to send blanks and postage (rather than trade) get top priority. Try to set it up so that each branch has at least one or two people who are willing to do a trade for the tapes, rather than just providing blanks. Also, try to leave some empty spots for any latecomers, and try to spread those spaces out in a few branches of the tree in case one becomes orphaned. (Also, email any parent that you perceive to have empty spaces for latecomers.)

6. Post tree structure: Once the structure is complete, post it anywhere a signup announcement was posted (eg rec.music.phish). You may also want to email a copy to all of the participants. The structure should include the names and email addresses of each person on the tree, and is formatted to make it clear who is each person's parent. You may also want to repost the tree structure once or twice over the next month, for anyone who might have missed it. As soon as the tree has been posted, try to get the branch tapes in the mail as soon as possible - usually within a week or less. Try not to lose momentum -- seize the excitement and act quickly.

7. Prepare cover letter: For the branch packages, write a standard "cover letter" that gives all available information about the tapes (date, venue, setlists, source, mic info, generations, noise reduction, time lengths, analog flips/splits, etcetera), your USMail address and email address, what to do if there are problems with the tapes or other participants, and how you're handling any other issues for this particular tree. Also mention that if the person has not yet sent us their tape list to set up a trade, they should do so as soon as possible, if that's appropriate. You may also want to include the URL http://www.phish.net/PhishFAQ/treeform.html (a description of tape trees) or http://www.phish.net/PhishFAQ/treeform.html (an outline of the roles and responsibilities of tree participants).

8. Assemble branch parents' packages: As soon as possible after assembling and posting the final tree, assemble the "branch packages" with a cover letter (see above), either the full tree structure or all of the branch below them (make sure they have all the needed contact info for their children), copies of the tapes, and any other "goodies" we might be sending out (including, for instance, tape labels, aka "j-cards".) Once the branch packages are in the mail, send a post to indicate that most/all the top level branches have been mailed and that parents and children should have a plan made.

9. Follow-up: If any of the branches found a problem with one of their tapes, work out how to get them a replacement quickly so they can make copies for their children. If you get requests from latecomers, you may need to work up a standard, polite response which says, "Sorry, the tree is closed and we can't add anybody else. Lots of people will be receiving copies, and you should be able to set up a trade for this show fairly easily..." Otherwise, the degree to which you follow up a tree is up to you; some tree administrators feel like once they've shipped the branch tapes, they're done. Others may want to offer to make copies for anyone whose tree branch collapsed. As tree administrator, it's partially your job to define your duties, but remember that some responsiblities are quasi-defined by traditional trade etiquette.

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