How to Host an Event Game

So you want to host and OWBN special event? You have the In Character reasoning down, the theme chosen, you even have your character’s outfit decided…so now what??? What does it take to get from the idea of “I want to host and event” to the actual check in and registration table? Below you will find some tips and tricks that have been used in the past to plan successful events. These are not written in stone…but rather ideas to help you get past some of the major hurdles in event planning.

Choosing Your Date

For the optimum level of attendance, it is best to schedule an event at least 2-3 months before and after any other large gathering. This allows people to save money for future travel without being overly rushed, as well as giving plenty of time to make travel arrangements.

Try to find a time of year that is not already filled with events and celebrations. Example: A Halloween event would be great, but consider that many chronicles already have their own smaller games to celebrate this (not to say it can’t be done…but a larger, more grand scale would be required to draw attendance). Summer is also a very busy time with all of the gaming conventions taking place.

Consider hosting a two-night event. The ability to hit more than one night of gaming is an incredible draw. Work with the regular schedules of nearby games to enhance your event even more. Example: When the East Coast decided to hold a weekend event, it was an added bonus for travelers to hit both the NVA Wednesday night game and the DC Thursday game as well.

Be flexible. If you have your heart set on a specific venue for your event, you may have to play with dates a bit to obtain that site.

Choosing Your Venue

One of the key concepts behind hosting a special event is to steal us away from the “normal” game and take us to another place. While creative decorating and props may suffice to transform a regular game site, there are times when an extra special venue is both desirable and necessary.

If you have no idea where you would like to host your event, grab those yellow pages and turn to “Banquet Halls” or “Halls and Auditoriums”. Another resource is of course the Internet.

To assure you obtain the date you are looking for, start early. Securing the venue is the most time sensitive of all the aspects in event planning. If you have an event that takes place annually, book your site immediately after the previous event. Otherwise, I recommend booking a site a minimum of 6 months in advance.

Size and cost will more than likely be your two biggest concerns. Keep in mind that many venues have certain minimums they must meet…especially on Saturday nights. The same hall that cost $1000.00 on Friday may well be three times that on Saturday. The policies and procedures really do vary from place to place however; so making that first phone call is the place to start. Here are some questions you should keep in mind.

How large is the site (you will want a site that will comfortable fit 50-100 people more than what you are expecting to show.)
How late is the site available until. (Oftentimes this can be negotiated for about an hour or so after the normal closing time)
What is the cost for the site? (Be aware that some halls may require you to purchase a certain amount of food, or a minimum number of hours)
What are the requirements for food and beverage service? (Most venues require you to use either their own beverage/catering service or an outside company with the appropriate insurance)

The following are typical questions asked by the site manager that you should be prepared for.

What kind of event are you hosting
What are the ages of the guests invited
How many guests are expected
Do you plan on having a catered meal
Will there be a bar (non-alcoholic drinks DO constitute a bar…just be certain to mention your preference)

Always remember to be professional and prepared over the phone. This is your first chance to make an impression to the site manager or, if not handled correctly, you’re last. Once you have called several venues and set up appointments to view them, compare the information that you have received. Write up a brief summary of each site to take with you. Place any further questions regarding decorations, deposits, catering, etc…on this sheet to be certain you do not forget to ask.

Marketing/Promotion and Planning of Event

Once you have found the perfect site, have signed the contract and made the deposit, you can relax…for a little bit at least. The next two steps involve completion of the planning process and the promotion/marketing of your event. I have included a sample timeline of planning/marketing for the Annual Mid Winter Event to give you a general idea of when things should be taken care of. Keep in mind that this event has been running for several years now and the outline below may be more aggressive than you need to deal with.

10 months before event date: Secure venue and hotel contracts, place first deposit on venue
9 months before event date: Update website to reflect information for current year.
7 months before event date: Event theme chosen.
6 months before event date: Preliminary flyers and brochures printed (ready for distribution at Gen Con)
5 months before event date: Begin promotion of event on a local level. (This is where the majority of volunteers will come from…get local games excited and involved)
4 months before event date: General OOC announcement to all of OWBN. Hotel and travel information should be made available at this time.
3 months before event date: Informational packets available for all chronicles. No heavy promotion until after Halloween. Keep supply of promotional materials on hand when traveling to games. Request end game announcements.
2 months before event date: Begin heavy promotion. OOC information sent to all lists, IC invitations sent a week or two later. Begin alternating IC and OOC information on a weekly basis. All major decorations should be chosen and purchased at this time. This will allow ample time to create. If a caterer/bartender is required, book at this time.
1 month before event date: Continue weekly announcements and reminders. Confirm event date and decorations with game site. Request a lodging update from the hotel. Confirm time and dates with caterer/bartender. Submit any final payments required.
3 weeks before event date: Event music selected/arranged. Order placed for flowers.
2 weeks before event date: Floor plan finalized with venue. All decorations should be finished and packed.
7 days before event date: Final IC and OOC reminders
6 days before event date: Last minute decoration details
5 days before event date: Supplies for game (blood/will, index cards, etc)
4 days before event date: Finalize IC guest list and all other IC preparations
3 days before event date: Double check EVERYTHING
2 days before event date: Check everything AGAIN. Take care of all last minute items.
1 day before event date: RELAX! Do not think about game, do not pass GO, everything will be just fine because you are prepared…have a day all to yourself.
Day of event: Arrive at the hall at least 2 hours early to set up and prepare. Take a deep breath…smile…and away we go!

There you have it…a bare bones outline to the basics of event planning. This should help you be on your way to a fantastic event! Stay tuned…there are more tips and tricks to come!

Written by: Anne Zellmer