> For the complete documentation index, see [llms.txt](https://docs.kc7cyber.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.kc7cyber.com/hosting-events/planning/planning.md).

# Plan Your Event

Planning takes a few hours spread over two to three weeks, from request to event day. You handle the logistics and the encouragement while the platform teaches the cybersecurity.

{% hint style="info" %}
Already approved and need setup steps? Skip to [Pre-event setup](/hosting-events/running-your-event/pre-event-setup.md).
{% endhint %}

## Before You Begin

You need a rough date, an estimated headcount, and a sense of in-person or virtual. Nothing has to be final.

## Submit the Request

Submit the form at [kc7cyber.com/gameon](https://kc7cyber.com/gameon). It takes about two minutes, and approval lands within 1-2 days. The [quick start](/hosting-events/getting-started/quick-start.md) covers the full process.

## Pick a Format

Settle these while you wait for approval.

### In-Person or Virtual

|          | In-person                                 | Virtual                          |
| -------- | ----------------------------------------- | -------------------------------- |
| Strength | High energy, easier facilitation          | Flexible scheduling, no venue    |
| Needs    | Room, WiFi, power, projection             | Video platform, screen sharing   |
| Best for | Schools, training rooms, community spaces | Distributed teams, larger groups |

The [In-person guide](/hosting-events/running-your-event/in-person.md) and [Virtual guide](/hosting-events/running-your-event/virtual.md) cover each in depth.

### Duration

{% tabs %}
{% tab title="45 minutes" %}
**Good for** tight class periods, taster sessions, intros.

**Format:** 5 min welcome, 35 min investigation, 5 min wrap-up.

Most participants finish 3-6 questions. Frame it as first exposure. Tell them they can keep going later.
{% endtab %}

{% tab title="90 minutes" %}
**Good for** first-time hosts, classroom periods, lunch-and-learns.

**Format:** 10 min welcome and setup, 70 min investigation, 10 min debrief.

Most won't finish all questions. Emphasize discovery over competition.
{% endtab %}

{% tab title="3 hours" %}
**Good for** after-school programs, professional development, community workshops, team building.

**Format:** 15 min welcome, 10 min teams and setup, 2.5 hours investigation with breaks, 15 min winners and wrap-up.

Many participants complete the module. Expect natural collaboration.
{% endtab %}

{% tab title="Full day" %}
**Good for** hackathons, training intensives, summer camps, conferences.

**Format:** 30 min welcome and team building, 3-4 hours investigation, 1 hour lunch, 2-3 hours continued play or a new module, 30 min awards and reflection.

Plan for multiple modules and deeper skill development.
{% endtab %}
{% endtabs %}

<details>

<summary>Sample agendas: 90-minute workshop, 3-hour competition, half-day intensive</summary>

**90-minute workshop**

| Time      | Activity                      | Host notes                                                           |
| --------- | ----------------------------- | -------------------------------------------------------------------- |
| 0-5 min   | Welcome and introductions     | Keep it brief, build energy                                          |
| 5-10 min  | KC7 overview and scenario     | Use the [host scripts](/hosting-events/event-resources/templates.md) |
| 10-15 min | Account setup and first login | Circulate to help                                                    |
| 15-75 min | Investigation time            | Roam and encourage, don't solve                                      |
| 75-85 min | Share discoveries             | Ask "What surprised you?"                                            |
| 85-90 min | Next steps and resources      | Leave them wanting more                                              |

**3-hour competition**

| Time        | Activity                  | Host notes                             |
| ----------- | ------------------------- | -------------------------------------- |
| 0-10 min    | Registration and mingling | Background music helps                 |
| 10-20 min   | Welcome and rules         | Cover scoring, teams, prizes           |
| 20-30 min   | Team formation            | Mix skill levels, name tags            |
| 30-45 min   | Setup and first questions | Make sure all teams are progressing    |
| 45-135 min  | Core investigation        | 10-min break around the 90-minute mark |
| 135-145 min | Final submissions         | Build excitement                       |
| 145-165 min | Winner announcements      | Celebrate everyone, not just winners   |
| 165-180 min | Debrief and networking    | Connect to real-world work             |

**Half-day intensive**

| Time        | Activity                     | Host notes                      |
| ----------- | ---------------------------- | ------------------------------- |
| 0-30 min    | Welcome and team building    | Icebreakers, collaborative tone |
| 30-60 min   | KC7 training and orientation | Deeper cyber concepts           |
| 60-180 min  | Module 1                     | Focus on fundamentals           |
| 180-240 min | Lunch and networking         | Let teams bond                  |
| 240-360 min | Module 2 or advanced         | For teams who finished          |
| 360-390 min | Presentations and awards     | Teams share findings            |
| 390-420 min | Reflection and next steps    | Career pathways                 |

</details>

### Individual or Team Play

**Individual play** suits classroom assessments, self-paced learning, large events, and mixed skill levels. Logistics stay simple and progress tracks per person.

**Team play (2-4 people)** suits corporate team building, social events, and skill sharing. You get peer learning and a closer simulation of real security work.

Even in individual events, people help each other informally. That's fine.

### Scoring Posture

{% tabs %}
{% tab title="Learning-focused" %}
Hide the scoreboard at first, reveal it near the end, emphasize participation, and award creativity and teamwork. Good for educational settings and beginners.
{% endtab %}

{% tab title="Competitive" %}
Display the live scoreboard, announce leaders periodically, offer real prizes, and consider playoff rounds for top teams. Good for hackathons and corporate events.
{% endtab %}

{% tab title="Collaborative" %}
Share interesting findings publicly, cross-pollinate discoveries between teams, award group achievements, and focus on collective learning. Good for community events and workshops.
{% endtab %}
{% endtabs %}

## Plan Logistics

Test everything from the actual venue at least a week ahead so event day stays calm.

### Venue

Seat everyone comfortably with 10-15% extra space, clear sightlines to the screen, aisle room for hosts to circulate, and accessible seating near doors and facilities.

{% 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 and closing
* [ ] Climate control for a 2+ hour event
* [ ] Accessible restroom facilities

**Recommended.** Backup internet (mobile hotspot), extra power strips, a whiteboard, 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.
{% 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 the projector and audio with your laptop. School and corporate firewalls sometimes block cloud services, so confirm access ahead of time. Full specs live in [Technical requirements](/hosting-events/planning/technical-requirements.md).

<details>

<summary>Network testing checklist</summary>

* [ ] Access kc7cyber.com from venue WiFi
* [ ] Load a practice game and verify it runs smoothly
* [ ] Test with multiple devices simultaneously
* [ ] Confirm the WiFi password is available event day
* [ ] Identify an IT contact for day-of troubleshooting
* [ ] Plan a backup (mobile hotspot, guest network)

</details>

For the opening and closing, use a large screen or projector with a tested HDMI connection and audio for the intro videos. If the projector fails, screen-share to participant devices. A second display for the live scoreboard is a nice optional touch.

### Materials

KC7 runs in a browser, so you don't need printed handouts. Hosts need the dashboard login, the participant link ready to display, the [host scripts](/hosting-events/event-resources/templates.md#host-scripts), and the [troubleshooting guide](/hosting-events/event-resources/troubleshooting.md) handy. Optional: name tags, certificates, prizes, snacks for longer events, and a sign-in sheet.

### Staffing

Solo hosting works for 15 or fewer. Complete "A Scandal in Valdoria" yourself first, then focus on encouragement and light troubleshooting during the event. For larger groups, helpers free you up. They don't need cybersecurity expertise.

<details>

<summary>Team hosting roles for 16+ participants</summary>

| Role                 | Ratio       | What they do                                                                                                 |
| -------------------- | ----------- | ------------------------------------------------------------------------------------------------------------ |
| Lead host            | 1           | Opening and closing, overall coordination, time management, final scoreboard review                          |
| Registration support | 1 per 25    | Welcome arrivals, help with account creation, distribute materials, answer general questions                 |
| Technical support    | 1 per 15-20 | Troubleshoot browser and connection issues, help stuck participants find hints, report patterns to lead host |
| Roaming encouragers  | 1 per 20-30 | Circulate, offer moral support, identify who might need technical help, maintain positive energy             |

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.

</details>

### Registration

Start small (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. Tell participants what to bring (a laptop and a browser) in the confirmation and reminders.

### Accessibility

KC7's web platform supports screen readers, adjustable fonts, and closed captions on intro videos. Your job is the physical and social environment: an accessible venue and restrooms, reserved seating near facilities, clear pathways, extra time for those who need it, a quieter space for reduced stimulation, and permission to work with a partner.

{% hint style="success" %}
Tell participants they can work at their own pace and don't need to finish all challenges. The learning happens throughout.
{% endhint %}

### Backup Plans

<details>

<summary>If this fails, do that</summary>

| If this fails     | Backup                                                                                                                             |
| ----------------- | ---------------------------------------------------------------------------------------------------------------------------------- |
| WiFi              | Mobile hotspot tested in advance, guest network credentials, IT contact ready, postponement plan for total outage                  |
| Projector         | Screen-share to participant devices, fall back to printed materials, use a laptop display as a last resort with small groups       |
| Platform          | Contact KC7 support (<code class="expression">space.vars.support\_email</code>), check Discord, have an alternative activity ready |
| Lower attendance  | Proceed anyway. Five participants still have a great experience and get more attention.                                            |
| Higher attendance | Add seating, split into multiple sessions, recruit spontaneous volunteers, manage expectations on personalized support             |
| Host can't attend | Identify a co-host or backup in advance, share materials, prepare a participant communication plan                                 |

</details>

## Promote Your Event

Two to three weeks of outreach with a few reminders fills most events. Match the message to the audience, and lead with "no experience needed" and the time commitment.

{% tabs %}
{% tab title="Students" %}
**Channels.** School email, Discord, Instagram, classroom announcements, student org partnerships.

**Messages.** "Learn by doing, not lectures." "No experience required." "Real skills for your resume."
{% endtab %}

{% tab title="Professionals" %}
**Channels.** Company email, LinkedIn, professional Slack channels, department meetings.

**Messages.** "Practical cybersecurity training." "Team collaboration exercise." "Real-world scenarios."
{% endtab %}

{% tab title="Community" %}
**Channels.** Community newsletters, social media groups, local organization partnerships, word of mouth.

**Messages.** "Accessible to all backgrounds." "Build digital literacy." "Fun community event."
{% endtab %}
{% endtabs %}

Have answers ready for the objections you'll hear most:

| Concern                                 | Response                                                                                          |
| --------------------------------------- | ------------------------------------------------------------------------------------------------- |
| "I don't have cybersecurity experience" | "Perfect. This is designed for beginners. No prerequisites."                                      |
| "I'm not good with technology"          | "If you can browse the web, you can play KC7."                                                    |
| "I don't have time"                     | "90 minutes to 3 hours. Less than a movie."                                                       |
| "What if I don't finish?"               | "No pressure. Learning happens throughout. Many people don't finish and still have a great time." |

Ready-made invitation emails, social posts, and registration fields are in [Templates and materials](/hosting-events/event-resources/templates.md#announcement-templates).

## Set up After Approval

Save the approval email. It has your host dashboard link, participant link, and dashboard access, each described in the [quick start](/hosting-events/getting-started/quick-start.md#the-three-steps). Walk through both links as a participant before sharing them.

## Prepare in the Final Week

Test your setup from the actual venue or platform about a week out.

* **In-person:** confirm WiFi handles the group, screens display web content clearly, and there are enough power outlets.
* **Virtual:** test screen sharing, video, and audio.

A few days before, send participants the participant link and note they need only a computer and a browser.

## Full Prep Timeline

<details>

<summary>Every milestone, from request to follow-up</summary>

**2+ weeks before**

* [ ] [Submit your event request](/hosting-events/getting-started/quick-start.md) at [kc7cyber.com/gameon](https://kc7cyber.com/gameon)
* [ ] Sketch the basics: date range, estimated headcount, in-person or virtual
* [ ] [Choose your format](#pick-a-format): duration and play style
* [ ] [Start logistics planning](#plan-logistics): venue, WiFi, staffing
* [ ] Create a registration form and begin [promoting](#promote-your-event)

**1-2 weeks before**

* [ ] Receive your [approval email](/hosting-events/getting-started/quick-start.md#the-three-steps)
* [ ] [Play the game yourself](/hosting-events/running-your-event/pre-event-setup.md#play-the-game-yourself), the single most useful prep step
* [ ] Test your [technical setup](#technical-setup) from the actual venue or platform
* [ ] Send invitation emails using [templates](/hosting-events/event-resources/templates.md#email-templates)
* [ ] [Brief volunteers](#staffing) on roles and common issues

**2-3 days before**

* [ ] Send a [reminder email](/hosting-events/event-resources/templates.md#email-templates) with the participant link
* [ ] Do a [final tech check](/hosting-events/running-your-event/pre-event-setup.md#pre-event-checklist)
* [ ] Review your [opening remarks](/hosting-events/event-resources/templates.md#host-scripts)

**Day of**

* [ ] Arrive 30-60 minutes early and [set up](/hosting-events/running-your-event/event-day.md#before-participants-arrive-15-to-30-minutes)
* [ ] [Welcome participants](/hosting-events/running-your-event/event-day.md#welcome-and-introduction-10-to-15-minutes) and play the intro videos
* [ ] Share the participant link, then [facilitate the investigation](/hosting-events/running-your-event/event-day.md#facilitate-the-investigation-60-to-90-minutes)
* [ ] [Wrap up](/hosting-events/after-the-event/after.md): celebrate the group and point everyone forward

**After the event**

* [ ] Send a thank-you and the [feedback survey](/hosting-events/event-resources/templates.md) within 24 hours
* [ ] [Wrap up and follow up](/hosting-events/after-the-event/after.md): document lessons, plan the next event

</details>

## Optional Extras

* Print certificates from the [templates](/hosting-events/event-resources/templates.md)
* Offer small prizes for varied achievements, not just first place
* Plan a brief celebration at the end

KC7 already awards digital badges on completion.

## Next Steps

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Prepare after approval</strong></td><td>The pre-event setup steps.</td><td><a href="/pages/PMhPosFxQoMw7rJmyEmy">/pages/PMhPosFxQoMw7rJmyEmy</a></td></tr><tr><td><strong>Run event day</strong></td><td>The day-of guide.</td><td><a href="/pages/H0ovo8O2jZKASzBLSphx">/pages/H0ovo8O2jZKASzBLSphx</a></td></tr><tr><td><strong>Wrap Up</strong></td><td>Close out and follow up.</td><td><a href="/pages/28MGUgheiwmdsDSFpA2m">/pages/28MGUgheiwmdsDSFpA2m</a></td></tr></tbody></table>


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