Planning Your Event

Simple steps to plan your KC7 event

From initial request to event day, planning a successful KC7 event takes just a few hours spread across 2-3 weeks.

Already have your approval email? Jump to Setting Up Your Game

Overview

This planning guide covers the complete lifecycle of preparing your KC7 event: submitting your request (2 minutes), planning format and logistics while awaiting approval (1-2 hours), setting up after approval (2-3 hours), and final preparation in the week before your event. Whether hosting 10 or 500 participants, in-person or virtual, this guide provides the framework for a successful event.

Getting Started: Your Initial Request

Before you submit your event request, gather some basic information. You'll need to know when you want to hold your event - weekdays typically work well for schools and companies, while weekends often suit community groups better.

Think about how many people you expect. Don't worry about being precise; a rough estimate like "around 25 students" or "maybe 40-50 employees" is perfectly fine. The KC7 platform scales easily, so if your actual turnout is different, that won't be a problem.

You'll also want to identify your organization clearly and describe your audience briefly. This helps us understand your context and provide the most relevant support materials.

Once you have these basics ready, submit your request at kc7cyber.com/gameon. The form is quick - most people complete it in under 2 minutes.

While You Wait for Approval

After submitting your request, you'll typically hear back within 1-2 days (often faster - check your email!). This is a perfect time to plan the logistics of your event.

Deciding on Format

You have two main options: in-person or virtual events. Each has its advantages.

In-person events:

Create great energy and make it easier to help stuck participants
Foster collaborative atmosphere with more engagement and peer learning
Require a room that comfortably fits everyone
Need reliable WiFi and enough power outlets for laptops
Work well in schools, corporate training rooms, and community centers

Virtual events:

Offer incredible flexibility - no venue to book
Enable easier scheduling across time zones
Accommodate larger groups without space constraints
Require video platform (Zoom, Teams) with screen sharing capability
Work well for corporate teams or geographically dispersed participants

Planning Your Schedule

Most KC7 events run between 2-3 hours. The core game experience ("A Scandal in Valdoria") typically takes about 90 minutes, but you'll want to add time for introductions, technical setup, and wrap-up discussion.

For your first event, consider starting with a 2.5-hour schedule: 15 minutes for welcome and setup, 90 minutes of investigation time, 15 minutes for celebrating achievements and discussing what participants learned, plus some buffer time for any technical hiccups.

Thinking About Support

For smaller groups (15 people or fewer), you can typically manage everything yourself. The KC7 platform is designed to be largely self-guided, so your main job is encouragement and handling any technical issues that arise.

With larger groups, it's helpful to have an extra person or two who can circulate and provide support. One person for every 20-25 participants works well. These helpers don't need cybersecurity expertise - they're mainly there to help with basic technical questions and keep energy positive.

Optional Extras

Many hosts like to add small touches that make the event feel special. You might create simple certificates using our free templates, offer small prizes for different achievements (not just "first place"), or plan a brief celebration at the end. Remember that KC7 automatically awards digital badges to participants who complete the scenario, so those are built right in.

Once You're Approved

When your event gets approved, you'll receive an important email with everything you need. Take a moment to save the key links in a safe place.

Your Intro Page is your private host dashboard - think of it as your mission control center. This contains setup guides, tips for managing your event, and tools for monitoring participant progress during the game. Keep this link private; it's meant only for you and any co-hosts.

The Participant Link (often called the "Go Link") is what you'll share with everyone joining your event. When participants visit this link, they'll be able to create accounts and jump straight into the cyber investigation.

You'll also get access to your Tenant Dashboard, which opens up possibilities for running additional events in the future. Even if you're only planning one event right now, this account gives you the flexibility to expand your program later.

Final Preparations

About a week before your event, take some time to test your setup. If you're running an in-person event, make sure the WiFi can handle multiple people accessing the internet simultaneously, and verify that any screens or projectors display web content clearly. For virtual events, test your screen sharing and make sure your video platform can accommodate your expected number of participants.

A few days before the event, send a friendly reminder to your participants with the Go Link and basic joining instructions. Let them know they'll need a computer with a web browser - that's really all the technical preparation they need to do.

Your Event Timeline

Here's how most successful KC7 events unfold:

Two weeks before: Submit your event request and start thinking about logistics.

One week before: Receive approval, test your technical setup, and send initial invitations to participants.

Two days before: Send friendly reminders with the participant link and any last-minute details.

Event day: Arrive a bit early, welcome everyone warmly, and enjoy watching people discover the exciting world of cybersecurity investigation.

Key Principles for Success

The most successful KC7 hosts focus on creating an encouraging environment rather than trying to become cybersecurity experts overnight. Your enthusiasm and positive energy matter more than technical knowledge - KC7 handles all the cybersecurity instruction.

Starting with a smaller group (10-20 people) for your first event helps you get comfortable with the flow before scaling up. Many hosts find their confidence grows quickly after that first successful event.

Remember to keep things simple. KC7 is designed to do the heavy lifting of cybersecurity education, so you can focus on what you do best: creating a positive learning environment and encouraging participants to explore and discover.