# Pre-Event Setup

Once your event is approved, you'll spend a couple of hours over the week before getting ready. This page covers what's in your approval email, how to prep yourself and your team, and a checklist for the days leading up to the event.

***

## Understanding Your Approval Email

After you submit at [kc7cyber.com/gameon](https://kc7cyber.com/gameon), an approval email lands in your inbox within 1-2 days. It contains three things you'll use.

### 🧭 Your KC7 Intro Page (Host Dashboard)

Your private host dashboard, for example `https://kc7cyber.com/intro/ABC123`. It has a video walkthrough, step-by-step run instructions, tips for virtual or in-person events, the participant link, and a live scoreboard during your event.

{% hint style="warning" %}
**Keep this link private.** It's for you and any co-hosts, not participants.
{% endhint %}

### 🔗 Your Participant Game Link (Go Link)

For example `https://kc7cyber.com/go/ABC123`. Share this with participants. Visiting it joins your game session, shows the event scoreboard, and starts them on the scenario. Email it, post it in a class group, or embed it in a slide deck.

### 🏢 Your KC7 Tenant Dashboard

Your permanent organizational account, created automatically with your first event. It comes with a pre-built classroom, your first game ("A Scandal in Valdoria"), full management access, and room to run unlimited future events. See the [Tenant Guide](/using-the-tenant-system/overview.md) for more.

***

## The #1 Prep Step: Play the Game Yourself

The single most useful thing you can do is complete "A Scandal in Valdoria" before your event. You'll know where people get stuck, recognize the "a-ha" moments, and feel confident guiding participants. You don't need cybersecurity expertise, just familiarity.

### How to Play

1. Go to [kc7cyber.com/go/VALDY](https://kc7cyber.com/go/VALDY)
2. Create a KC7 account if you don't have one
3. Play through (about 90 minutes)
4. Take notes on confusing parts and good moments

### What to Note While Playing

{% tabs %}
{% tab title="Technical Challenges" %}
Watch for confusing UI, complex queries, error messages, and spots where participants will likely need help. Prepare simple explanations for these.
{% endtab %}

{% tab title="Learning Moments" %}
Mark the "a-ha" moments, real-world connections, and story revelations you find interesting. Plan to highlight them during your event.
{% endtab %}

{% tab title="Flow & Pacing" %}
Note how long each section takes, where natural breaks fall, and where engagement peaks or dips. Use this to plan timing.
{% endtab %}
{% endtabs %}

***

## Prepare Your Team

**Solo hosts:** complete the module, review [Technical Requirements](/hosting-an-event/planning/technical-requirements.md), prep opening remarks from the [host scripts](/hosting-an-event/resources/templates.md#host-scripts), keep Discord and support contacts ready, and test your Go Link.

**Team hosts:** all volunteers complete the module, assign roles (registration, tech support, roaming help), agree on how to coordinate without crowding the same participant, brief the team on common issues, and pick a comms channel for the day.

***

## Content Preparation

### Opening Remarks

Use the [host scripts](/hosting-an-event/resources/templates.md#host-scripts) to welcome participants, set expectations, explain the scenario without spoilers, walk through basic navigation, and tell people how to ask for help. Set an encouraging tone, not an evaluative one.

### During-Event Support

Have short answers ready for the questions you'll hear most. What KQL is, how to read the logs, gentle hints when someone's stuck on a question, reassurance when someone feels lost, and validation when someone asks "am I doing this right?".

### Closing Remarks

Plan to celebrate everyone (not only top scorers), highlight learning moments from your own playthrough, connect findings to real-world cybersecurity, share next steps, and invite feedback.

***

## Pre-Event Checklist

### 1 Week Before

* [ ] Complete "A Scandal in Valdoria" yourself
* [ ] Take notes on challenging parts
* [ ] Brief your volunteers
* [ ] Test your Go Link
* [ ] Send participant invitations
* [ ] Review [technical requirements](/hosting-an-event/planning/technical-requirements.md)

### 2-3 Days Before

* [ ] Review your playthrough notes
* [ ] Prepare opening remarks
* [ ] Test tech setup at the venue
* [ ] Send a reminder to participants
* [ ] Confirm support contacts

### Day Before

* [ ] Final tech check
* [ ] Review host dashboard features
* [ ] Prepare any printed materials
* [ ] Confirm volunteer availability

### Day Of

* [ ] Arrive 15-30 minutes early
* [ ] Test internet and projection
* [ ] Have host dashboard and Go Link ready
* [ ] Stay calm and welcoming

***

## Tips from Experienced Hosts

{% hint style="info" %}
"I tell participants upfront that getting stuck is part of learning. I got stuck too when I played." — High School Teacher
{% endhint %}

{% hint style="info" %}
"I walk around and ask 'What are you discovering?' instead of 'Do you need help?' It's more engaging." — Corporate Trainer
{% endhint %}

{% hint style="info" %}
"I keep the troubleshooting guide open on my laptop during events. It's saved me several times." — University TA
{% endhint %}

***

## Technical Setup Verification

### In-Person Events

* [ ] WiFi can handle all participants at once
* [ ] Enough power outlets for laptops
* [ ] Projection clearly shows Go Link and scoreboard
* [ ] Comfortable seating with desk space
* [ ] Mobile hotspot as a backup

### Virtual Events

* [ ] Video platform tested (Zoom, Teams, etc.)
* [ ] Screen sharing works
* [ ] Chat available for sharing the Go Link
* [ ] Breakout rooms set up if needed
* [ ] Recording decision made and communicated

For full detail, see the [Technical Requirements Guide](/hosting-an-event/planning/technical-requirements.md).

***

## Need Help Preparing?

Stuck on the module? Join the [Discord community](/community/discord.md) or email <code class="expression">space.vars.support\_email</code>. Your participants will hit the same challenges, so working through them is good prep.

Nervous about hosting? Start with a small group, review the [troubleshooting guide](/hosting-an-event/resources/troubleshooting.md), and connect with other hosts in Discord.

Want more detail? See the [FAQ](/hosting-an-event/resources/faq.md), [Event Formats guide](/hosting-an-event/planning/event-formats.md), and [Templates & Materials](/hosting-an-event/resources/templates.md).

***

## Next Steps

<table data-view="cards"><thead><tr><th></th><th></th></tr></thead><tbody><tr><td><strong>Event Day Guide</strong></td><td><a href="/pages/SBsFQzeOCToHOYZjrW0p">Running your event →</a></td></tr><tr><td><strong>Event Formats</strong></td><td><a href="/pages/L8j452h878DVoztX3OAI">Choose your format →</a></td></tr><tr><td><strong>Templates</strong></td><td><a href="/pages/039ITEgVArMgaKbU8JPL">Host scripts &#x26; materials →</a></td></tr><tr><td><strong>Troubleshooting</strong></td><td><a href="/pages/htsaOB8Pjkb14apStRPx">Common issues &#x26; solutions →</a></td></tr></tbody></table>


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