> 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/planning/logistics.md).

# Plan logistics

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](/planning/planning.md).

## 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.

{% 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 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 %}

## 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](/planning/technical-requirements.md). The checklist below is what to verify on site.

**Network testing checklist**

* [ ] 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)

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 in a browser, so you don't need printed handouts. Hosts need the dashboard login, the participant link ready to display, the [host scripts](/event-resources/templates.md#host-scripts), and the [troubleshooting guide](/event-resources/troubleshooting.md) handy.

Optional: name tags, certificates, prizes, snacks for longer events, and a sign-in sheet.

## 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)

| 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             |

{% hint style="info" %}
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 %}

## Manage 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 registration confirmation and reminders.

## 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.

{% hint style="success" %}
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 %}

## Build backup plans

| 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                                 |

## Test before the event

For the full pre-event checklist with milestones at each stage, see [Pre-event setup](/running-your-event/pre-event-setup.md) and the [prep timeline](/planning/planning.md#full-prep-timeline).

## 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>Promote your event</strong></td><td>Reach your audience.</td><td><a href="/pages/BEfCPNIZZyPgo4r5OpkS#promote-your-event">/pages/BEfCPNIZZyPgo4r5OpkS#promote-your-event</a></td></tr><tr><td><strong>Prepare for event day</strong></td><td>Pre-event setup.</td><td><a href="/pages/iXhOBtSav5JsoYHzpCBv">/pages/iXhOBtSav5JsoYHzpCBv</a></td></tr></tbody></table>


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