>> Venue Cost

Ok so you have found some he11 pha7 shugga shack to hold your party at.  Before you sign anything you need to take a hard look into the numbers.  You can run these figures either backwards or forwards.  Backwards would be:  the building is going to cost (x) and my other expenses are (y +10%) so I must charge ($) with a worse case scenario of (?) gamers showing up to break even.  Forward would be the smart way: gamers will pay ($) for a two day event, my other expensive are (y +10%), I expect a worse case attendance of (?) so I can only afford to pay (x) for a building .  However if you are doing it the latter way, do NOT over estimate you attendance!

Budget Examples coming soon.

Most places will require some kind of deposit.  Also ask when payment will be due.  Our experience is they require you to pay before you leave. Also be careful to ask if there are any hidden or extra costs.  Will this be taxed?  Do you have to pay extra for the day before when you setup?  -- see tables/chairs --

>> Tables / Chairs

Some places have T&C's on site and some don't.  Some of the venues include them in the price, but most, especially large ones do not.

Lets first talk about the age old question, 8ft or 6ft tables.  This is tightly dependent on the layout, availability, and you will want to review the layout and setup section too.  Oh and I am going to try to be objective on this to avoid being flamed.  You can fit 3 people on an 8ft table.  You can fit 2 people on a 6ft table.  Of course you can only use one side of each table. I personally, from a hosts perspective, think that 8' tables are the way to go.  More gamers in a smaller space for less money.  Argg I can hear those flames starting already.  Hey stick with me, there is some math behind this that will make your decision easier.

• The difference per gamer from 2 on a 6ft to 3 on a 8 ft is 4".  Yup only 4".  That is only 2" per side of your key board.
• If you force (or strongly suggest) people to put their towers on the freaking floor,  the 4" loss becomes almost un-noticeable. Ok there are some drawbacks to putting towers on the floor, but the only ones I think are valid are.  Granted these are just hunters screwed views, but....
  1) Can't sleep under a table to well with towers down there.
  2) When setting up or messing with something, you have to bend over.
• Every 24ft you can gain 1 player by switching from 6ft to 8ft (12%^)
  If you have 10 rows of 24ft you just picked up 10 people!

example:  Assuming the same cost as I have found to be the case at a lot of places.  Sometimes you can get the 6ft's for $1-2 less ea.
150 gamers on 6ft tables = 75 tables x $6 = $450
150 gamers on 8ft tables = 50 tables x $6 = $300  (+ potential for around 12% (18)  more gamers in the same space at (x) $ more revenue lowering your costs further!!)

Before you flame me, understand that I am just giving you the facts.  You can do whatever you want.  If you have the bucks and space to do all 6fts then rock on.   Personally I prefer my box on the floor and I have no problem sitting on 8ft tables as long as the gamers next to me have showered in the last 48hrs.

Chairs don't usually get much consideration, but if you can get padded ones go for it!  The guys that don't lug in there ofc chairs will love you for it.

>> Layout and Setup

Although most true gamers would never steal anyone else's stuff there is always one of these scumbags around, so try to make sure there is only ONE way in or out of the place and that you must pass by hosts to use it.  You can't really prevent theft 100% but you can make it less likely.  We will discuss security issues later.  Do keep in mind however that you can not LOCK or BLOCK exits!  A visit from the Fire Marshal will be VERY unpleasant if you do so!

First thing to do when deciding a layout is to get a blueprint or take measurements and make your own.  To minimize cost and setup time, you want to know before the day of setup comes exactly how this is going to be laid out. 

You will want to make several drawings, but first start with the shell.  Include measurements for all offsets, door widths, support beams, etc...  On a second copy you will want to show where all the power outlets, including floor plates, are located or where you and the building electrician have worked out to put the temporary power boxes.  This is important as where the power is feeding from can change how the tables need to be laid out.

Now is also the time to decide if there will be a server farm area, where the network backbone will be, a restricted area for the staff, and other things like food area, etc...  Again, the network layout may change your table setup so don't neglect to take this into consideration.  As an example, if you have 24 port switches and you group the tables incorrectly, people may be running 40ft patch cables to get to a port!

TIP: Include extra space and tables for, a pc repair table with light, tables for prizes, servers, to eat at, registration, and to serve food from.

Now lets talk about how much space you need for tables, isle, and the gamer.  Make sure you ask the rental place or actually measure the tables that you are intending to use.  They may or may not be the dimensions you think they are!  Don't forget to adjust this for 6' tables if that is what your using.

Click for larger view

As you can see in the examples, we have allowed 7' of space between tables and 5' between a table and a wall.  This is based on this general equation.  2' for seated gamer + 3' for unobstructed walkway + 2' for next seated gamer or 2' for seated gamer + 3' for unobstructed walkway.  Some States, City ordinances, or venues, may have other requirements.  You should find out what these are before making plans and certainly before the day of the event. 

You can't really fudge too much with the seated gamer measurement as that is pretty much what it takes, but you can tweak the walkway area.  Keep in mind though that your guests will not think well of your lan if people are messing up there games while pushing there way down the isles.  I know I have been to LANs where the tables were to close, and I will tell you straight up, it made me not go back.

Lets look at a more layout examples and how they effect the amount of people you can get into a given space.  Example layout page coming soon.

>> Restrictions

Well if there is a subject that will get me going it is these communist like rules that some of these places come up with.  It is, in my opinion, bullshit plain and simple.  O yeah I know they have to make money but come on.... anyway here is some that might rear their ugly head.

No food:  Yup that's right they are going to tell you that you can not bring any outside food or drink in.  Why?  Cause they have signed a contract with outside vendors to provide food or they are providing it themselves.  This is just a freaking killer.  No pizza, bawls, taco bell, or hooters : (  Some will have approved catering service companies that you can choose from, but then those companies will charge you an arm and a nut and expect attendance numbers and payment in advance.  This is expensive, plus now you are responsible for the whole deal.  If you order too much food, and not enough people show up, you still pay for it.

No overnight stay or early curfew:  This too is another big party killer.  Now people have to find places to stay.  Which means more dough out of their pockets and questions of security for their equipment.  Some times, once you explain it to the building manager twelve times or so they will cave in and let you, but some just won't budge.  Remember these building renters just can't fathom why we stay up all night, or play games at all, so explaining it can be a treat.