Plan logistics
Plan venue, technical setup, materials, staffing, and backups
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.
Before you begin
You need an approved event, a target headcount, and a chosen format (in-person or virtual). If you're still upstream of that, start at Plan your event.
Set up the venue
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.
Essential
Recommended. Backup internet (mobile hotspot), extra power strips and extension cords, a whiteboard for announcements, and lighting that works for both screens and notes.
Essential
Recommended. Recording (with consent), chat, breakout rooms for team events, co-host permissions for volunteers, and a waiting room to manage entry.
Set up the technical pieces
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.
The full bandwidth, browser, and device specs live in Technical requirements. The checklist below is what to verify on site.
Network testing checklist
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. If the projector fails, screen-share to participant devices.
A second display for the live scoreboard is a nice optional touch. Position it where participants can glance at it without being distracted.
Bring 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
For participants
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.
Plan staffing and roles
For groups under 15, solo hosting works. 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)
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.
Set participant expectations
KC7 has no prerequisites and works for ages 13+ (younger with supervision). Participants need only basic computer literacy and patience with challenging puzzles. The game teaches the rest.
Manage registration
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
Participant link, device requirements, date and time
One week before
Logistics reminder, what to bring
Day before
Final reminder with venue details and participant link
Day of
Welcome message and any last-minute updates
Plan for 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.
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.
Build backup plans
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 (events@kc7cyber.com), 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
Test before the event
For the full pre-event checklist with milestones at each stage, see Pre-event setup and the Event timeline.
Next steps
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