Hosting a Tournament from event venue perspective

[tylertt]

Hey Folks,

So I have started a new job a couple months ago as the Event Manager/Organizer for a decommissioned Nuclear Bunker. We have some pretty awesome things planned, and also have a ton of space that can be used for all kinds of activities. Being that I am a 40k gamer, I immediately saw this place as the perfect immersive spot to have a 40k tournament. We got the space for it, so why not? This is where I come to you all with a few questions, as the only tournaments I have ever attended in person were just at my local GW store.

Keep in mind this is from an event venue perspective too, and as far as I know, I would try and bring in a local TO to run the tourney itself. So now my question to you all is what sorts of things do I need to prep/plan for from my end?

I know terrain/gaming mats will be the hardest part of it all. We have tons of 72" x 30" tables that can be put together, which I think would be ok (Would give 6" extra space on the end of each players side). We will also have tons of chairs for players to sit at, a lounge area, and also we have a live streaming setup being planned out too (For the top table to stream maybe?). There will also be a kitchen on site running, and also we have a literal Vault for player equipment storage lol. There is also a hotel across the parking lot that is working with us if we ever do two day events.

Hope this is the right place for this sort of question.

[mattblowers]

Sounds like a great venue. I think I would try to get someone to run a narrative event as well. The 30" width is going to be a problem for a tournament event as it dramatically changes the board layout. Maybe run the table 30" x 54"? Could be a neat twist.

[gigasnail]

That's an awesome venue lol.

[tylertt]

May 4, 2018 13:56:23 GMT mattblowers said:

Sounds like a great venue. I think I would try to get someone to run a narrative event as well. The 30" width is going to be a problem for a tournament event as it dramatically changes the board layout. Maybe run the table 30" x 54"? Could be a neat twist.

I'll definitely have to give that idea some thought! Could make for some interesting matches.

Currently we only have the upper floor being opened, as the building requires some construction to finish the lower floor. This second floor has a HUGE convention hall that can hold over +60 tables. My idea is to have one floor be for a huge narrative with one floor for comp play when the building is ready (And if we can muster the player base).

I'll keep you all posted with the status of booking this sort of event.

[tomb]

Sounds like an incredible venue.

Where are you based? For a tourni to be good and up to the size and standard of your venue you need to be sure you have a quality TO and team around them. Rules pack, list check etc. 
Whilst these factors are not directly linked to your venue they are linked to reputation of the event. Positive feed back from online, fbook etc will be key to further events and drawing punters from a wider area.

If your in the US I'd go directly to Fromtline gaming to ask for advice, in the U.K. I'd get on the Warhammer forum and ask for advice, or do both anyway.

In Europe the ETC network may well be able to help out again via the Warhammer forum.

Consider getting a booze licence and how you will serve food. 
Consider trophies and how these and other paraphernalia will advertise your venue/tourni.

Best of luck, sounds amazing, I'd like to go.

[Overread]

A few thoughts

1) What scale of tournament. A local scale one depends greatly on your local scene and if its big enough to support and pay for a tournament event. Being local you shouldn't have to worry about accommodation, indeed for visitors all you really need is the parking space.

If its going to be a bigger event then you might well need to consider liaising with local establishments. Even if just so that you've got options to display on a website/leaflet so that the visitors can find a place to stay. Of course good relations now is a good thing to build from; a year or two later and you could have a larger event that might be very beneficial to local establishments to tie into.

2) After parking consider any local transport - buses and trains and the like. Again this depends on the local scene and the scale and the location. Again sometimes you might find that something like a single shuttle bus from the train station to the event might be a big help; but many times you might not need anything. And again this is something that might grow in time.

3) Food and drink are the next important things. Again all depends on scale and facilities, but you will certainly need some and if you can have it on-site its a nice thing to profit from the sale; or at least cover costs.

4) Alcohol is a big question mark. Depends on the age range you're going to attract. It also depends on legal and provision. Plus for a tournament it also changes things, esp how easy it is for people to get home/to lodgings (yes its their own concern and choice to drink or not, but you've got to consider the practicalities of it - last thing you want is to provide drink and then have no one take up the option).


Honestly these are all normal things for any event, gaming really has nothing specifically special to it and it already sounds like you've got most of these things already well in hand. For regular events then on-site storage of terrain and boards and mats is a must, and it sounds like you've got that as well. Provided you pack well and don't take up too much room that should be fine too.
You might want to make sure you've got your own reserve of rules/codex so that you've got - on site - one of each core reference so that any rules disputes can be resolved. Gamers should still be expected to bring their own, but your on site reserve would be there for TO/judges to ensure they have guaranteed on site access.

One thing you might consider is the requirements for minors. Wargames have a lot of teengers and even kids; even at the competitive end of things. So you want to make sure you've got suitable protection and measures in place. Again as this is a general event site chances are you've already met with child protection measures (eg in the UK that might be a CRB check (police records check) for all staff).



Really gamers don't really require anything out of the ordinary for an event save for the terrain to be provided. Pretty much all the rest is just general normal event preparation based upon the expected market appeal.

[tylertt]

May 5, 2018 8:09:42 GMT tomb said:

Sounds like an incredible venue.

Where are you based? For a tourni to be good and up to the size and standard of your venue you need to be sure you have a quality TO and team around them. Rules pack, list check etc. 
Whilst these factors are not directly linked to your venue they are linked to reputation of the event. Positive feed back from online, fbook etc will be key to further events and drawing punters from a wider area.

If your in the US I'd go directly to Fromtline gaming to ask for advice, in the U.K. I'd get on the Warhammer forum and ask for advice, or do both anyway.

In Europe the ETC network may well be able to help out again via the Warhammer forum.

Consider getting a booze licence and how you will serve food. 
Consider trophies and how these and other paraphernalia will advertise your venue/tourni.

Best of luck, sounds amazing, I'd like to go.

I'm in Nova Scotia, Canada. I have a TO from Halifax (The capital of our province) who has run quite a few events in the city. The good thing about the bunker location is that it is central in Nova Scotia and is not too far from New Brunswick (Province next to NS), which has a decent 40k scene in addition to Halifax. I started getting feelers out, and people said they would be interested in coming down for a large tourney.

My idea is to make this something like a bi-annual tournament or something. We may use the ITC tournament pack, as I'm fairly certain that is what the TO I know rolls with.

Definitely working on getting trophies and the like planned out too.

May 5, 2018 14:32:20 GMT Overread said:

A few thoughts

1) What scale of tournament. A local scale one depends greatly on your local scene and if its big enough to support and pay for a tournament event. Being local you shouldn't have to worry about accommodation, indeed for visitors all you really need is the parking space.

If its going to be a bigger event then you might well need to consider liaising with local establishments. Even if just so that you've got options to display on a website/leaflet so that the visitors can find a place to stay. Of course good relations now is a good thing to build from; a year or two later and you could have a larger event that might be very beneficial to local establishments to tie into.

2) After parking consider any local transport - buses and trains and the like. Again this depends on the local scene and the scale and the location. Again sometimes you might find that something like a single shuttle bus from the train station to the event might be a big help; but many times you might not need anything. And again this is something that might grow in time.

3) Food and drink are the next important things. Again all depends on scale and facilities, but you will certainly need some and if you can have it on-site its a nice thing to profit from the sale; or at least cover costs.

4) Alcohol is a big question mark. Depends on the age range you're going to attract. It also depends on legal and provision. Plus for a tournament it also changes things, esp how easy it is for people to get home/to lodgings (yes its their own concern and choice to drink or not, but you've got to consider the practicalities of it - last thing you want is to provide drink and then have no one take up the option).


Honestly these are all normal things for any event, gaming really has nothing specifically special to it and it already sounds like you've got most of these things already well in hand. For regular events then on-site storage of terrain and boards and mats is a must, and it sounds like you've got that as well. Provided you pack well and don't take up too much room that should be fine too.
You might want to make sure you've got your own reserve of rules/codex so that you've got - on site - one of each core reference so that any rules disputes can be resolved. Gamers should still be expected to bring their own, but your on site reserve would be there for TO/judges to ensure they have guaranteed on site access.

One thing you might consider is the requirements for minors. Wargames have a lot of teengers and even kids; even at the competitive end of things. So you want to make sure you've got suitable protection and measures in place. Again as this is a general event site chances are you've already met with child protection measures (eg in the UK that might be a CRB check (police records check) for all staff).



Really gamers don't really require anything out of the ordinary for an event save for the terrain to be provided. Pretty much all the rest is just general normal event preparation based upon the expected market appeal.

1 & 2) Tons of parking space at the bunker, and we also have a hotel right across the street too that is giving us discounted rates for event attendees. With our location, we don't really have any spots for buses to drop off unfortunately. I may have to look into something though, as this would just be beneficial for all of the bunker events in addition to a wargaming one.

3) We have a HUGE kitchen attached to the lounge/gaming hall. (Also will be working on a Monster Energy Drink sponsorship too! We have some big eSports plans for the bunker)

4) Yeah I'm not sure where I stand on this one. We plan to get licensed, but I want it to be a family friendly environment. Could simply have a 2 drink limit or something.


Having a bunch of rule books on hand is actually something huge I didn't think about. I'm dreaming here, but wouldn't it be cool if GW gave away the complete library of rule books for TOs...lol would never happen.

I appreciate the feedback from everyone! I will definitely let you all know if this event proceeds forward....If only I could play in it too