> 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/planning.md).
# Plan your event
Planning takes a few hours spread over two to three weeks, from request to event day. You handle logistics and encouragement. The platform teaches the cybersecurity.
{% hint style="info" %}
Already approved and need setup steps? Skip to [Pre-event setup](/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 [Request your event](/getting-started/request-event.md) page covers the full process.
## Plan while you wait
Settle three things during the approval window.
### Format
Pick in-person or virtual based on your audience and constraints.
| | 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](/running-your-event/in-person.md) and [Virtual guide](/running-your-event/virtual.md) cover each in depth, and [Plan event logistics](/planning/logistics.md) handles venue, staffing, accessibility, and backups.
### Duration
Most events run 2 to 3 hours. "A Scandal in Valdoria" takes about 90 minutes, plus intro, setup, and wrap-up. A 2.5-hour event splits into 15 minutes welcome, 90 minutes investigation, 15 minutes wrap-up, and buffer.
For other lengths, see [Event formats and timing](/planning/event-formats.md).
### Support
Solo hosting works for 15 or fewer. For larger groups, add one helper per 20-25 participants. Helpers don't need cybersecurity expertise. They circulate, check in, and keep energy up.
## 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](/event-resources/templates.md#announcement-templates).
## Set up after approval
Save the approval email. It has your host dashboard link, participant link, and tenant access, each described on the [Request your event](/getting-started/request-event.md) page. 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
Every milestone, from request to follow-up
**2+ weeks before**
* [ ] [Submit your event request](/getting-started/request-event.md) at [kc7cyber.com/gameon](https://kc7cyber.com/gameon)
* [ ] Sketch the basics: date range, estimated headcount, in-person or virtual
* [ ] [Choose your format](/planning/event-formats.md): duration and play style
* [ ] [Start logistics planning](/planning/logistics.md): venue, WiFi, staffing
* [ ] Create a registration form and begin [promoting](#promote-your-event)
**1-2 weeks before**
* [ ] Receive your [approval email](/getting-started/request-event.md#read-your-approval-email)
* [ ] [Play the game yourself](/running-your-event/pre-event-setup.md#play-the-game-yourself), the single most useful prep step
* [ ] Test your [technical setup](/planning/logistics.md#set-up-the-technical-pieces) from the actual venue or platform
* [ ] Send invitation emails using [templates](/event-resources/templates.md#email-templates)
* [ ] [Brief volunteers](/planning/logistics.md#plan-staffing-and-roles) on roles and common issues
**2-3 days before**
* [ ] Send a [reminder email](/event-resources/templates.md#email-templates) with the participant link
* [ ] Do a [final tech check](/running-your-event/pre-event-setup.md#pre-event-checklist)
* [ ] Review your [opening remarks](/event-resources/templates.md#host-scripts)
**Day of**
* [ ] Arrive 30-60 minutes early and [set up](/running-your-event/event-day.md#before-participants-arrive-15-to-30-minutes)
* [ ] [Welcome participants](/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](/running-your-event/event-day.md#facilitate-the-investigation-60-to-90-minutes)
* [ ] [Wrap up](/after-the-event/after.md): celebrate the group and point everyone forward
**After the event**
* [ ] Send a thank-you and the [feedback survey](/event-resources/templates.md) within 24 hours
* [ ] [Wrap up and follow up](/after-the-event/after.md): document lessons, plan the next event
## Optional extras
* Print certificates from the [templates](/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
---
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