Logistics Planning
Venue, technical setup, materials, staffing, and operational planning for your event
One of the most common questions we hear from first-time hosts is: "Do I need special equipment or technical expertise to run this?" The answer might surprise you: not really.
Unlike traditional cybersecurity competitions that require specialized networks, isolated environments, or expensive infrastructure, KC7 events are refreshingly straightforward. You don't need a server room, dedicated IT staff, or a computer science lab. What you do need is a space with reliable internet, enough seats for your participants, and a way to project your opening presentation.
This guide walks through the practical logistics of hosting a KC7 event, from choosing a venue to planning for the unexpected. We've organized it by concern area so you can focus on what matters for your specific situation. Whether you're hosting 10 people in a classroom or 50 in a conference room, the fundamentals remain the same.
The best part? Most of these logistics can be tested and confirmed in advance. By the time event day arrives, you'll have already solved the major challenges and can focus on what really matters: supporting your participants as they learn.
Good news! KC7 events have minimal requirements compared to traditional tech competitions. Most of what you need is straightforward to arrange.
Venue Requirements
The right space sets the tone for your event. You don't need anything fancy, but a few key elements will ensure participants can focus on learning rather than fighting with their environment.
Space Planning
Room Capacity:
Seat all registered participants comfortably
Allow room for movement and helper circulation
Plan for 10-15% more space than strict capacity (people spread out, use extra tables)
Layout Considerations:
Clear sightlines to presentation screen/projector
Adequate aisle space for hosts to move and assist
Accessible seating options near doors and facilities
Consider team formations if using team-based format
Essential Requirements:
Highly Recommended:
Backup internet connection (mobile hotspot capability)
Extra power strips and extension cords
Whiteboard or flip chart for announcements
Good lighting (not too bright for screens, not too dim for comfort)
Minimal external noise/distractions
Platform Requirements:
Recommended Features:
Recording capability (with participant consent)
Chat functionality for questions and announcements
Breakout rooms for team events (optional)
Co-host permissions for volunteers
Waiting room to manage entry
Technical Setup
This is where first-time hosts often feel the most anxiety. "What if the internet doesn't work?" "What if the firewall blocks everything?" "What if everyone's devices are incompatible?"
These are valid concerns, but they're also highly manageable with advance testing. The key insight: every technical challenge can be discovered and solved before your event if you test from the actual venue with the actual network you'll be using. Don't assume, test.
Here's what really matters for technical success.
Network Requirements
Bandwidth Calculation:
Minimum per participant: 3 Mbps download
Recommended per participant: 5-10 Mbps download
For 20 participants: 60-200 Mbps total recommended
Host needs: Additional 5-10 Mbps for monitoring/streaming
Critical: Test your network with KC7 at least one week before your event from the actual venue. School and corporate firewalls sometimes block cloud services.
Network Testing Checklist:
Device Requirements
What Participants Need:
Laptop or desktop computer (tablets work but aren't ideal)
Updated web browser (Chrome, Firefox, Safari, or Edge)
Sufficient battery life or charging cable
Mouse recommended for easier navigation
What to Communicate in Advance:
Send device requirements in registration confirmation
Emphasize updated browsers (outdated versions cause issues)
Recommend laptops over tablets/phones for better experience
Note that Chromebooks work if not locked down by district/company policies
Projection and Display
For Opening/Closing:
Large screen or projector for group viewing
HDMI/display connection tested in advance
Audio capability for KC7 introduction videos
Backup display option (screen sharing to participant devices if projector fails)
For Live Scoreboard (Optional but Fun!):
Second display showing live standings throughout event
Positioned where participants can glance but aren't distracted
Updated automatically via host dashboard
Materials and Supplies
Good news: KC7 events don't require stacks of printed materials, specialized hardware, or expensive supplies. The game runs entirely in a web browser, and most participants prefer to take notes digitally.
That said, having a few key items ready will make your event run more smoothly and feel more professional. Think of these as your safety net and your finishing touches, not as mandatory requirements.
Essential Materials
For Hosts:
For Participants:
Optional Enhancements
Physical Materials:
Certificates of completion (templates available)
Prize items for top performers
KC7 branded materials (stickers, swag if available)
Printable hints or reference sheets
Refreshments:
Water and light snacks for 2+ hour events
Consider breaks if serving refreshments
Accommodate dietary restrictions if providing food
Documentation:
Photography release forms (if taking photos for promotion)
Participant survey (digital or printed, available in templates)
Sign-in sheet for attendance tracking
Staffing and Roles
"Can I run this event by myself?" is one of the most common questions from prospective hosts. The answer depends on your group size and your comfort level with managing multiple things at once.
For small groups (under 15 people), solo hosting is absolutely doable and many hosts prefer it. You'll be busy, but it's manageable. For larger groups, having help transforms the experience from stressful to enjoyable. You'll spend less time troubleshooting devices and more time celebrating discoveries.
Here's how to think about staffing based on your event size.
Solo Host (Up to 15 participants)
If you're running the event solo:
Before event: Complete "A Scandal in Valdoria" yourself
During event: Focus on encouragement and light troubleshooting
Limit expectations: You can't help everyone simultaneously
Use Discord: Direct complex technical questions to KC7 community
Time allocation:
15 min: Welcome and setup
90 min: Investigation time (circulate and encourage)
15 min: Closing and celebration
Team Hosting (16+ participants)
Recommended roles:
Lead Host (1 person):
Opening and closing remarks
Overall event coordination
Time management and announcements
Final scoreboard review
Registration Support (1 per 25 participants):
Welcome participants as they arrive
Help with account creation
Distribute materials
Answer general questions
Technical Support (1 per 15-20 participants):
Troubleshoot browser/connection issues
Help stuck participants find hints
Monitor for common problems
Report patterns to lead host
Roaming Encouragers (1 per 20-30 participants):
Circulate among participants
Offer moral support and encouragement
Identify who might need technical help
Maintain positive energy
Coordination tip: Have all volunteers complete the game module in advance. Brief them together on their roles and common issues to avoid everyone helping the same person.
Participant Requirements
One of KC7's greatest strengths is its accessibility. You don't need to screen participants for technical skills, prerequisite knowledge, or cybersecurity experience. If someone can browse the web and follow instructions, they can participate.
This low barrier to entry is intentional. The game teaches as it goes, building skills progressively. Your job as a host is simply to ensure participants have the basic tools they need to get started.
Who Can Participate?
No prerequisites required:
No cybersecurity experience needed
No coding knowledge necessary
Works for ages 13+ (younger with supervision)
Accessible to beginners and experienced learners alike
Recommended participant preparation:
Basic computer literacy (using web browsers, typing)
Curiosity and willingness to learn
Comfort reading and following instructions
Patience with challenging puzzles
Registration Management
Capacity Planning:
Start with smaller groups (10-20) for first event
Scale up as you gain hosting experience
Consider multiple sessions if demand exceeds capacity
Plan for 10-20% no-show rate (send reminders!)
Communications Timeline:
Registration confirmation: Include Go Link, device requirements, date/time
One week before: Reminder with logistics, what to bring
Day before: Final reminder with venue details and Go Link
Day of: Welcome message and any last-minute updates
Accessibility Considerations
Creating an inclusive event isn't just about compliance; it's about ensuring everyone can participate fully in the learning experience. The good news is that KC7's web-based platform is already built with many accessibility features. Your role is to ensure the physical and social environment supports diverse needs.
Think beyond legal requirements. Consider the quiet student who needs reduced stimulation, the participant using a screen reader, or the person who learns better with a partner. Small accommodations often make the biggest difference.
Physical Accessibility
Digital Accessibility
Learning Accessibility
Inclusive approach: Communicate that participants can work at their own pace and don't need to finish all challenges. The learning happens throughout, not just at completion.
Backup Plans
Even with perfect planning, things go wrong. The projector that worked yesterday won't turn on. The WiFi that was perfect last week is mysteriously slow. A volunteer gets sick. Technology fails at the worst possible moment.
The difference between a minor hiccup and event-day panic is having backup plans ready. You probably won't need most of them, but knowing they exist will help you stay calm and project confidence when small problems arise. And participants will never know how close things came to disaster when you smoothly pivot to Plan B.
Technical Backup Plans
If WiFi Fails:
Mobile hotspot ready (test in advance)
Guest network credentials as backup
IT support contact on speed dial
Postponement plan if complete outage
If Projector Fails:
Screen share to participant devices as alternative
Printed materials for key information
Verbal instructions prepared
Laptop display as last resort for small groups
If Platform Issues:
KC7 support contact ([email protected])
Discord channel for real-time help
Alternative activity planned (cybersecurity discussion, guest speaker)
Clear communication plan for participants
Logistical Backup Plans
If Attendance Is Much Lower Than Expected:
Proceed anyway (even 5 participants have great experience)
Adjust room setup to feel appropriately sized
More individualized attention opportunity
Learn for next event's promotion
If Attendance Is Much Higher Than Expected:
Additional seating/space if available
Split into multiple sessions if possible
Recruit spontaneous volunteer help
Manage expectations about personalized support
If Host Is Unable to Attend:
Co-host or backup host identified in advance
Event materials accessible to backup host
Clear handoff procedures documented
Participant communication plan for changes
Pre-Event Testing Checklist
This is where theory meets reality. Everything you've planned on paper needs to work in the actual venue with the actual equipment. Think of this testing phase as a dress rehearsal, not a formality.
The hosts who have the smoothest events are the ones who discovered and solved their problems during testing, not during the event itself. Block out time to physically visit your venue and methodically verify each critical element.
One Week Before
Day Before
Event Day (Arrive 30 min early)
Common Logistics Mistakes to Avoid
Insufficient power outlets - Always walk the venue in advance and count outlets. Bring extra power strips.
Not testing the network - School/corporate firewalls frequently block cloud services. Test from the actual venue network.
Assuming tablets will work well - They technically work, but laptops provide much better experience. Set expectations.
Over-complicated room setup - Simple rows or clusters work best. Don't spend hours on elaborate seating charts.
No backup plan - Technology fails. Have at least one backup for internet, projection, and platform access.
Next Steps
Once your logistics are planned:
Promote Your Event
Prepare for Event Day
Get Templates
Review Technical Details
Remember: Perfect logistics don't guarantee success, but solid planning creates the foundation for participants to focus on learning and discovery.
Need Help?
Venue questions?
Check Event FAQs for common venue scenarios
Ask other hosts in KC7 Discord
Technical concerns?
Review Technical Requirements in detail
Consult Troubleshooting Guide for solutions
Still stuck?
Email [email protected] with specific questions
Connect with experienced hosts in community forums
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