I can assist with organizing your LAN event. Let me know what you need help with!
I can assist with organizing your LAN event. Let me know what you need help with!
So I'm looking to organize a large-r LAN party to raise money for Child's Play and my end goal is to get about 40-50 people at one event center. My problem is that I've never handled the logistics for anything to this scale before and if anyone has done so in the past, what are your pointers and recommendations? If I can kick this off and be successful, I'd like to keep ramping it up and get bigger over time. Thanks in advance for the help!
Have you planned any LAN gatherings before? In the last decade I haven't run one with more than ten people, though I can recall the main topics discussed. Generally, you'd need to consider power needs for 50 attendees with standard computers, accommodation for the night if it lasts over a day, provisions like food and seating, network setup, suitable games, dedicated servers, file sharing options, and reliable internet bandwidth for updates. Entry costs, giveaways, sponsorship opportunities, and overall logistics would also be important factors.
First rule: Avoid attempting this by yourself. A team is essential, ideally with members who have background in specific setup areas. A networking expert or two would be helpful—someone who has organized music events or school activities with bigger sound systems and lighting. Those with experience in crowd management and/or security are ideal (security staff should hold necessary permits). Should this be a one-day or a multi-day event? Are you offering BYOC seats or just day passes without permits? I understand what’s covered here, but I don’t have direct experience with LAN. I’ve attended several larger ones and am generally curious about the behind-the-scenes process.
Planning a single-day LAN gathering sounds exciting! You might want to consider everyone's needs and your comfort with security since it’s likely a closed event. For power needs, think about the devices you’ll use and their power draw—start with a rough estimate based on typical usage.
The larger LANs I've seen have a 350W limit per person. That's typical for a standard gaming PC setup—1 to 2 monitors and a decent sound system. For a smaller build, aiming for around 300W per person could be a good beginning. The main concern is avoiding overloading single circuits and preventing potential issues.
Even with this setup, it's best to involve a few additional people. Trying to handle everything alone will quickly drain your energy. I planned to attend events with around 20-25 participants a few years back, but we couldn't secure a good rate for the venue. The main organizers were three individuals plus one or two helpers on-site. Two of them were system administrators who could have obtained necessary networking equipment from the company, such as a 25-port switch. This arrangement worked about ten years ago. Even if you're organizing at an office, most of these tips remain useful. You'll likely manage well by building things yourself, but avoid overloading extension cords. The same applies to arranging spaces—consider table placement, weight capacity for drinks, ventilation, and security. If you're hosting on weekends in an office, discuss with the security team about potential alarm triggers and whether someone should be responsible for opening doors. Crowd control becomes important when you have many strangers, especially if you can't be everywhere at once.
I believe it addresses all your queries! Thank you for your support!