Organiser Questions

For a first event of 200–800 people, aim for nine to twelve months ahead. Popular venues book weekends a year out, and you need time to inspect power and network capacity before you sign. See the planning timeline.

Usually yes. Many publishers, including Riot Games and Nintendo, publish community competition guidelines covering prize pools, branding and streaming. Larger events or bigger prize pools typically need a direct licence. Ask early: replies can take weeks.

Electrical distribution and network hardware rental, followed by insurance and security staffing. Keep ten to fifteen percent of your budget as contingency for these surprises.

Start from roughly one volunteer per fifty attendees, then adjust upwards for overnight hours, multiple halls, complex stages and younger audiences. Plan shifts of four hours or less, with real breaks and food.

Not for anything competitive or broadcast. Wire every tournament station and streaming machine. Wi-Fi is for phones and staff devices. The venues and tech chapter explains network segmentation.

Yes. At minimum, cover travel and accommodation and pay a fair fee, on time, with a written agreement. Creators talk to each other, and reputation compounds.

Public liability insurance is almost always required by venues. Event cancellation insurance and equipment cover are worth pricing too, especially if you rent expensive hardware.

Work out your fixed costs and price so that ticket revenue alone breaks even at around sixty percent capacity. Treat sponsorship as upside, never as the foundation of the budget.

Specific unacceptable behaviours, how to report, who responds and how quickly, and the consequences. Publish it with your announcement and train every volunteer on it. Read more in safety and access.

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