# Logistics Planning
KC7 events have minimal infrastructure requirements. You need a space with reliable internet, enough seats, and a way to project your opening presentation. This page covers venue, tech, materials, staffing, accessibility, and backup plans. Test everything from the actual venue at least a week ahead so event day stays calm.
## Venue Requirements
Seat all registered participants comfortably and plan for 10-15% extra space, since people spread out. Make sure participants have clear sightlines to the projection screen, hosts have aisle space to circulate, and accessible seating is near doors and facilities. If you're using a team format, account for team seating.
{% tabs %}
{% tab title="In-Person Venue" %}
**Essential:**
* [ ] Stable WiFi for all participants (3 Mbps per device minimum)
* [ ] Sufficient power outlets for all devices
* [ ] Tables and chairs for all participants
* [ ] Projection screen or large display for opening/closing
* [ ] Climate control for a 2+ hour event
* [ ] Accessible restroom facilities
**Recommended:** Backup internet (mobile hotspot), extra power strips and extension cords, a whiteboard for announcements, and lighting that works for both screens and notes.
{% endtab %}
{% tab title="Virtual Venue" %}
**Essential:**
* [ ] Video conferencing platform (Zoom, Teams, Google Meet)
* [ ] Screen sharing for opening presentation
* [ ] Stable internet (10+ Mbps upload for host)
* [ ] Backup communication method (email, phone, secondary platform)
**Recommended:** Recording (with consent), chat, breakout rooms for team events, co-host permissions for volunteers, and a waiting room to manage entry.
{% endtab %}
{% endtabs %}
***
## Technical Setup
Most technical surprises come from networks you didn't test. Visit the venue, connect to the actual network, load a practice game on multiple devices, and run through the projector and audio with your laptop. School and corporate firewalls sometimes block cloud services, so confirm access ahead of time.
### Network requirements
Plan for 3 Mbps per participant minimum, 5-10 Mbps recommended. A group of 20 wants 60-200 Mbps total, plus 5-10 Mbps for the host's monitoring and streaming.
{% hint style="warning" %}
**Test your network with KC7 at least one week before your event from the actual venue.** School and corporate firewalls sometimes block cloud services.
{% endhint %}
**Network testing checklist:**
* [ ] Access kc7cyber.com from venue WiFi
* [ ] Load a practice game and verify it works smoothly
* [ ] Test with multiple devices simultaneously
* [ ] Confirm WiFi password will be available event day
* [ ] Identify IT contact for day-of troubleshooting
* [ ] Plan a backup (mobile hotspot, guest network)
### Devices
Participants need a laptop or desktop with an updated browser (Chrome, Firefox, Safari, or Edge), and either battery life or a charger. Tablets technically work but aren't ideal. Chromebooks work if they aren't locked down by district or company policies.
Communicate device requirements in the registration confirmation. Emphasize updated browsers, since outdated versions cause most platform issues, and steer participants toward laptops over tablets or phones.
### Projection and display
For the opening and closing, use a large screen or projector with a tested HDMI connection and audio for the KC7 intro videos. Keep a backup ready, since you can always screen-share to participant devices if the projector fails.
A second display for the live scoreboard is a nice optional touch. Position it where participants can glance at it without being distracted.
***
## Materials and Supplies
KC7 runs entirely in a browser, so most participants take notes digitally. You don't need a stack of printed handouts.
**For hosts:**
* [ ] Printed or digital copy of the [Event Day Guide](/hosting-an-event/running/event-day.md)
* [ ] Host dashboard login ready
* [ ] Participant Go Link displayed or shareable
* [ ] [Templates for opening remarks](/hosting-an-event/resources/templates.md)
* [ ] KC7 support contact (space.vars.support\_email)
* [ ] [Troubleshooting guide](/hosting-an-event/resources/troubleshooting.md) handy
**For participants:**
* [ ] Printed Quick Reference cards (optional, see [templates](/hosting-an-event/resources/templates.md))
* [ ] Name tags or name tents
* [ ] Notepads and pens
**Optional enhancements:** certificates of completion, prizes for top performers, KC7 swag if available, water and light snacks for longer events, photography release forms if you'll take promo photos, and a sign-in sheet for attendance.
***
## Staffing and Roles
For groups under 15, solo hosting works. You'll be busy, but it's manageable. For larger groups, helpers free you up to focus on energy and celebration instead of troubleshooting.
### Solo host (up to 15 participants)
Complete "A Scandal in Valdoria" yourself before the event. During the event, focus on encouragement and light troubleshooting. You can't help everyone simultaneously, so direct complex technical questions to the KC7 Discord community.
A typical solo timing: 15 minutes welcome and setup, 90 minutes investigation, 15 minutes closing.
### Team hosting (16+ participants)
A **lead host** handles opening and closing remarks, overall coordination, time management, and the final scoreboard review.
**Registration support** (1 per 25 participants) welcomes arrivals, helps with account creation, distributes materials, and answers general questions.
**Technical support** (1 per 15-20 participants) troubleshoots browser and connection issues, helps stuck participants find hints, and reports patterns to the lead host.
**Roaming encouragers** (1 per 20-30 participants) circulate to offer moral support, identify who might need technical help, and maintain positive energy.
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**Coordination tip:** Have all volunteers complete the game module in advance. Brief them together on roles and common issues so you don't have everyone helping the same person.
{% endhint %}
***
## Participant Requirements
KC7 has no prerequisites. No cybersecurity experience, no coding knowledge. It works for ages 13+ (younger with supervision), and the game teaches as it goes. Participants only need basic computer literacy, comfort following instructions, and patience with challenging puzzles.
### Registration management
Start with a smaller group (10-20) for your first event and scale up as you gain experience. Plan for a 10-20% no-show rate and send reminders to reduce it. If demand exceeds capacity, run multiple sessions.
**Communications timeline:**
* **Registration confirmation:** Go Link, device requirements, date and time
* **One week before:** logistics reminder, what to bring
* **Day before:** final reminder with venue details and Go Link
* **Day of:** welcome message and any last-minute updates
***
## Accessibility
KC7's web platform supports screen readers, adjustable fonts, and closed captions on intro videos. Your role is making the physical and social environment work for diverse needs.
**Physical:** wheelchair-accessible venue and restrooms, reserved seating near facilities for mobility needs, clear pathways between tables, and accessible parking information.
**Learning:** allow extra time, offer a quieter space for participants who need reduced stimulation, permit working with a partner, and clearly distinguish optional from required components.
{% hint style="success" %}
**Inclusive approach:** Tell participants they can work at their own pace and don't need to finish all challenges. The learning happens throughout, not just at completion.
{% endhint %}
***
## Backup Plans
**If WiFi fails:** mobile hotspot tested in advance, guest network credentials as a fallback, IT contact ready, and a postponement plan for a complete outage.
**If the projector fails:** screen-share to participant devices, fall back to printed materials for key information, and use a laptop display as a last resort with small groups.
**If the platform has issues:** contact KC7 support (space.vars.support\_email), check Discord for real-time help, and have an alternative activity ready (cybersecurity discussion, guest speaker).
**If attendance is much lower than expected:** proceed anyway. Even five participants have a great experience, and you get more individualized attention.
**If attendance is much higher than expected:** add seating if possible, split into multiple sessions, recruit spontaneous volunteer help, and manage expectations about personalized support.
**If the host can't attend:** identify a co-host or backup in advance, make event materials accessible to them, and prepare a participant communication plan for changes.
***
## Pre-Event Testing Checklist
### One week before
* [ ] Test network access to KC7 from venue
* [ ] Verify all devices can access the platform
* [ ] Test projection equipment with the actual laptop
* [ ] Confirm participant count and adjust setup
* [ ] Review and print any necessary materials
* [ ] Brief all volunteers on roles
### Day before
* [ ] Final venue walkthrough
* [ ] Test WiFi password access
* [ ] Verify power outlet availability
* [ ] Confirm backup plans ready
* [ ] Send final participant reminder
* [ ] Prepare opening remarks
### Event day (arrive 30 min early)
* [ ] Test internet connection
* [ ] Set up projection and audio
* [ ] Display participant Go Link
* [ ] Verify host dashboard access
* [ ] Arrange materials and supplies
* [ ] Final tech check
***
## Common Mistakes to Avoid
{% hint style="warning" %}
**Insufficient power outlets.** Walk the venue in advance, count outlets, and bring extra power strips.
{% endhint %}
{% hint style="warning" %}
**Not testing the network.** School and corporate firewalls frequently block cloud services. Test from the actual venue network.
{% endhint %}
{% hint style="warning" %}
**Assuming tablets will work well.** They technically work, but laptops give a much better experience. Set expectations.
{% endhint %}
{% hint style="warning" %}
**No backup plan.** Technology fails. Have at least one backup for internet, projection, and platform access.
{% endhint %}
***
## Next Steps
***
## Need Help?
For venue questions, check [Event FAQs](/hosting-an-event/resources/faq.md) or ask other hosts in the [KC7 Discord](/community/discord.md). For technical concerns, review [Technical Requirements](/hosting-an-event/planning/technical-requirements.md) and the [Troubleshooting Guide](/hosting-an-event/resources/troubleshooting.md). Still stuck? Email space.vars.support\_email with specific questions.
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