Logistics and administration What the event is - just a meet-up? 1 day competition? weekend competition? multiple game-systems running at the same time (so
40K comp and
WHFB comp side-by-side for example)
Location - where should we host the event?
Transport options - how can people get there?
Venue - where should we host it and what capacity are we going to need
Numbers - will either be influenced or will influence the choice of venue
Amenities - what does the venue provide (gaming tables/scenery? food? drinks? toilets? car parking? local shopping?)
Accommodation - is it required and for whom? What is the cost? Group bookings available?
Cost - cost to us (financial and in effort/time). Cost to the people attending.
Additional resources - what extra stuff do we ned to provide or we should have backups of?
Dates - need to make sure we do not clash with: other
GW events, other club's events, other gaming shows/events, sporting events, other global events, likely holiday periods etc.
Age policy - what is ours going to be? If kids are allowed we'll probably need the paperwork allowing to run an event and be around with kids.
Insurance/public liability - how much do we need. Does the venue cover it already?
Health & Safety - who is responsible for what on the day (between us and the venue owners)?
First Aiders - do we need to provide any? Is this a demand of the venue or law? What ratios are there of
FAs to public?
Main events Advertising - how, where, when?
Format - how should an event be run? How many rounds, how are people scored, ranked, paired off?
Rules - what are they, how are they publicised?
Sportsmanship policy - what do we do when people "cause a scene" or we get complaints about players?
Prizes - cash prize? trophy? product offer (e.g. £X amount of stuff at trade price via
GF)
Ticket cost - depends on a number of factors including the prizes and the venue/numbers we can accommodate. Do we charge upfront to cover us for people not turning up?
Attendance - we need plans in place for missing people on the day and how to fill the gaps. Make sure we have contact details of players intending on being there and also of people in the stand-by list.
Paperwork - pre, during and post-event admin needs to be thought through in detail
Roles - what roles do we need (refs, admins, servitors), how many and who will fill them?
Sub events Painting competitions - on the day ones or prizes given for events run via the website?
Team events - competitions within the main event so people are combining game results with other people - means prizes for individuals and also "prizes" for groups of players
General Timeframe - when are we planning on doing this? Should we plan smaller, dry-runs first (contact clubs to get interest and bodies (e.g. 1st company vets)).