NZRaG
New Zealand Roleplaying and Gaming forums
 
 FAQFAQ   SearchSearch   MemberlistMemberlist   UsergroupsUsergroups   RegisterRegister 
 ProfileProfile   Log in to check your private messagesLog in to check your private messages   Log inLog in 

KapCon larp organiser guide
Goto page 1, 2, 3  Next
 
Post new topic   Reply to topic    NZRaG Forum Index -> Kapcon 21 (2012)
View previous topic :: View next topic  
Author Message
IdiotSavant



Joined: 23 Jan 2006
Posts: 1046
Location: Palmerston North (bugger)

PostPosted: Thu Jan 27, 2011 2:34 pm    Post subject: KapCon larp organiser guide Reply with quote

Dale, on LJ:
Quote:
There should be a LARP organiser guide which provides suggestions, and covers off key Kapcon requirements and dates.


This is a good idea, but it would benefit from the collective memory of previous KapCon larp admins. So, here's a thread for pooling that knowledge.

Something to start:

Key KapCon requirements and constraints
* A theatre-style larp, for (X) people, lasting 2.5 - 3 hours (next year's value of X is currently a subject of debate)
* Budget: currently $500, may be changed
* Space: to fit somewhere in the space we have available at our venue, currently WHS.

Key dates
* K - 3 months: con registration opens. Larp registration can open sooner if you want.
* K - 2 months: casting, at least in terms of character concepts, so people can costume
* K - 1 day (Friday): Setup. You have one afternoon to get it looking right, after which a horde of gamers will wander through it.
* K-day (Saturday): Run the game
* K + 1 day (Sunday): Cleanup and packdown. You may not have access to the space during the gaming sessions, so it may all have to be done in round 6 and after.
* K + ~ 1 month: PostCon meeting, final financial stuff.
_________________
Playing: ArM5 - Fons Albae; Pendragon: Defenders of Sarum
Running: ArM5 - Fons Albae (rotating); The Laundry
Planning: KapCon XXI; The Devil's Brood (Chimera); Hydra (April 2012)
Back to top
View user's profile Send private message Visit poster's website
Scott



Joined: 27 Jan 2006
Posts: 172

PostPosted: Thu Jan 27, 2011 2:46 pm    Post subject: Reply with quote

Set up time:

Last year with a big team they were doing set up Thursday, Friday, and final stuff Saturday.

This year. ALL day Friday and then last minute stuff on Saturday evening once games clear out.

So to be clear, with a venue this size it takes more than one afternoon to get it done. You should allow for a team of people and all day Friday (prefer not to have it done on Thursday).
Back to top
View user's profile Send private message
Adrexia



Joined: 19 Jan 2006
Posts: 2117
Location: Wellington

PostPosted: Thu Jan 27, 2011 2:59 pm    Post subject: Re: KapCon larp organiser guide Reply with quote

IdiotSavant wrote:

Key dates
* K - 3 months: con registration opens. Larp registration can open sooner if you want.


This was actually perceived as one of the problems by the people who missed out. Larp reg opened early, so when Kapcon reg opened many Larp characters had already gone. Even some of those who were quick to preregister missed out on characters.

But the Larp does need that time for casting. The last few months are packed with work as it is, so it's not fair to expect the Larp team to cram everything in there. Maybe the solution is to make sure that the advertising for Larp registration goes as far and as wide as the notification of Kapcon registration? Or maybe it already does that?
Back to top
View user's profile Send private message Send e-mail Visit poster's website MSN Messenger
Scott



Joined: 27 Jan 2006
Posts: 172

PostPosted: Thu Jan 27, 2011 3:08 pm    Post subject: Reply with quote

We have already had a talk that when the LARP registration opens,anyone on the Kapcon mailing list will get an email advising them.

Plus we will put it up on Diatribe and NZRAG.

If there are additional places people would check please let us know.
Back to top
View user's profile Send private message
IdiotSavant



Joined: 23 Jan 2006
Posts: 1046
Location: Palmerston North (bugger)

PostPosted: Thu Jan 27, 2011 3:09 pm    Post subject: Re: KapCon larp organiser guide Reply with quote

Adrexia wrote:
Maybe the solution is to make sure that the advertising for Larp registration goes as far and as wide as the notification of Kapcon registration? Or maybe it already does that?


It doesn't - yet. But we can fix that.
_________________
Playing: ArM5 - Fons Albae; Pendragon: Defenders of Sarum
Running: ArM5 - Fons Albae (rotating); The Laundry
Planning: KapCon XXI; The Devil's Brood (Chimera); Hydra (April 2012)
Back to top
View user's profile Send private message Visit poster's website
Adrexia



Joined: 19 Jan 2006
Posts: 2117
Location: Wellington

PostPosted: Thu Jan 27, 2011 3:10 pm    Post subject: Reply with quote

Also, a map of the rooms usually used could be handy. We made this one from memory, so it's not actually completely accurate. There is also that room Sean had the bar in Last year (behind grey door), but at the time we made this we didn't know it existed. Room 1 is shorter than this (stops 1 metre past the door), and 2 is larger.

Back to top
View user's profile Send private message Send e-mail Visit poster's website MSN Messenger
IdiotSavant



Joined: 23 Jan 2006
Posts: 1046
Location: Palmerston North (bugger)

PostPosted: Thu Jan 27, 2011 3:12 pm    Post subject: Reply with quote

Adrexia wrote:
Also, a map of the room usually used could be handy. We made this one from memory, so it's not actually completely accurate. There is also that room Sean had the bar in Last year (behind grey door), but at the time we made this we didn't know it existed. Room 1 is shorter than this (stops 1 metre past the door), and 2 is larger.


The wall kinks up by the entrance, so the Reunion "bar" is actually an alcove. There's also an office back there as well.

But as noted in the other thread, there are other spaces as well, such as the corridors.
_________________
Playing: ArM5 - Fons Albae; Pendragon: Defenders of Sarum
Running: ArM5 - Fons Albae (rotating); The Laundry
Planning: KapCon XXI; The Devil's Brood (Chimera); Hydra (April 2012)


Last edited by IdiotSavant on Thu Jan 27, 2011 3:35 pm; edited 1 time in total
Back to top
View user's profile Send private message Visit poster's website
Adrexia



Joined: 19 Jan 2006
Posts: 2117
Location: Wellington

PostPosted: Thu Jan 27, 2011 3:23 pm    Post subject: Reply with quote

IdiotSavant wrote:

But as noted in the other thread, there are other spaces as well, such as the corridors.


Yep, but we found actually remembering what rooms we had in the main area was difficult in August/September when it came to planning spaces.
Back to top
View user's profile Send private message Send e-mail Visit poster's website MSN Messenger
sophmelc



Joined: 10 Jan 2008
Posts: 782

PostPosted: Thu Jan 27, 2011 3:38 pm    Post subject: Reply with quote

Scott wrote:
Set up time:

Last year with a big team they were doing set up Thursday, Friday, and final stuff Saturday.

This year. ALL day Friday and then last minute stuff on Saturday evening once games clear out.

So to be clear, with a venue this size it takes more than one afternoon to get it done. You should allow for a team of people and all day Friday (prefer not to have it done on Thursday).


I just need to jump in here to drive this point home. I arrived at the high school at 8:30am on Friday morning. I left at 4.45pm, and had an hour for lunch.

It really does take that long, and we didn't use all of the spaces. If you use every room, and especially if two floors get used, you'll need a big team of helpers willing to give up a whole day.
_________________
Planning: A pulp/steampunk LARP, a sci fi short run
Reading: not much
Playing: Fall: A BtVS game, Reverie

Blog - Mostly Geek
Back to top
View user's profile Send private message Visit poster's website
Confusion



Joined: 02 Nov 2008
Posts: 73
Location: Christchurch

PostPosted: Thu Jan 27, 2011 4:00 pm    Post subject: Reply with quote

sophmelc wrote:
Scott wrote:
Set up time:

Last year with a big team they were doing set up Thursday, Friday, and final stuff Saturday.

This year. ALL day Friday and then last minute stuff on Saturday evening once games clear out.

So to be clear, with a venue this size it takes more than one afternoon to get it done. You should allow for a team of people and all day Friday (prefer not to have it done on Thursday).


I just need to jump in here to drive this point home. I arrived at the high school at 8:30am on Friday morning. I left at 4.45pm, and had an hour for lunch.

It really does take that long, and we didn't use all of the spaces. If you use every room, and especially if two floors get used, you'll need a big team of helpers willing to give up a whole day.


Maybe include something on the Kapcon registration form about whether you're willing to help with LARP setup? I was at a loose end in Wellington all Friday, but I didn't really know there was a need for it. As a compulsive volunteer, I would've been happy to do something productive with the day, rather than simply reading the entire time.
Back to top
View user's profile Send private message Visit poster's website AIM Address MSN Messenger
icehawk



Joined: 25 Jan 2006
Posts: 186
Location: Circling.

PostPosted: Thu Jan 27, 2011 4:01 pm    Post subject: Reply with quote

IdiotSavant wrote:
Adrexia wrote:
Also, a map of the room usually used could be handy. We made this one from memory, so it's not actually completely accurate. There is also that room Sean had the bar in Last year (behind grey door), but at the time we made this we didn't know it existed. Room 1 is shorter than this (stops 1 metre past the door), and 2 is larger.


The wall kinks up by the entrance, so the Reunion "bar" is actually an alcove. There's also an office back there as well.


That alcove actually has 4 small rooms off it. Norm's makeup room, an office, a staffroom and a bookroom.

For Reunion the "bar" was in the office. The alcove had the decayed shipping crates.

The staff-room is off that alcove is next to where the bar was, with couch, coffee perk, desks, etc. We've never used it.

The book-room is very full of books.

I attempted to raid the WCC archives before Reunion, but its plans of WHS are quite out of date - there was a renovation in the 80s including moving walls and back then you didn't need to file plans as part of the building consent for non-structural walls.

Also: the classrooms each have projectors, and it's fairly easy to connect a laptop to one. I don't know if the Reunion guys made use of that in the end, but we explored it as part of thinking about options for set dressing.
Back to top
View user's profile Send private message
Dale



Joined: 23 Jan 2006
Posts: 286
Location: Wellington

PostPosted: Thu Jan 27, 2011 4:08 pm    Post subject: Reply with quote

Quote:
This was actually perceived as one of the problems by the people who missed out. Larp reg opened early, so when Kapcon reg opened many Larp characters had already gone. Even some of those who were quick to preregister missed out on characters.


My preference would have been to have the Kapcon Regestration and LARP reg open simultaniously. However, If you're talking about casting 100 characters, and you're going to offer each player the chance to fill in a questionnaire, specify people they want to play with, or don't want to play with, and then go back and offer them at least two character options, it's hard to see how that's not going to take several months of meetings, lists and a ton of e-mailing.

If you want to limit those options, then I'm sure the casting could be completed much sooner.

Kapcon reg this year didn't open until mid-November, so if Kapcon remains inflexible on this, and you want to continue to offer the level of casting support as previous 'cons, I suggest future LARP teams had better be prepared to work straight through the holiday period, and endure a plethora of questions about why people haven't recieved character sheets yet so they can sort a costume.
_________________
Playing: Delta Green
Running: BASH: Reverie
Planning: Rogue Trader


Last edited by Dale on Thu Jan 27, 2011 4:47 pm; edited 1 time in total
Back to top
View user's profile Send private message Visit poster's website
Luke
Site Admin


Joined: 24 Jan 2006
Posts: 2697

PostPosted: Thu Jan 27, 2011 4:15 pm    Post subject: Reply with quote

As a matter of interest, would you see this being resolved if the LARP timetable was communicated in advance and established over a few years? That is people became aware with the idea of registering for the LARP early to meet the LARP's specific demands.
_________________
Playing: Doomstones (WFRP2e); Shades of Terra (Exalted: Dragonblooded)
Running: Thousand Thrones (WFRP2e)
Planning: Incarnadine Crucible (Exalted: Alchemicals); Tale of Twin Kings, Angels of Death and the Lover Who Stole All Things (Exalted 1e)
Back to top
View user's profile Send private message
sophmelc



Joined: 10 Jan 2008
Posts: 782

PostPosted: Thu Jan 27, 2011 4:32 pm    Post subject: Reply with quote

Confusion wrote:

Maybe include something on the Kapcon registration form about whether you're willing to help with LARP setup? I was at a loose end in Wellington all Friday, but I didn't really know there was a need for it. As a compulsive volunteer, I would've been happy to do something productive with the day, rather than simply reading the entire time.


Actually there is a point to this end on the LARP registration form. We didn't actually follow up on it particularily well though.

However there were posts on these boards about set up, so the request for help was out there.
_________________
Planning: A pulp/steampunk LARP, a sci fi short run
Reading: not much
Playing: Fall: A BtVS game, Reverie

Blog - Mostly Geek
Back to top
View user's profile Send private message Visit poster's website
Dale



Joined: 23 Jan 2006
Posts: 286
Location: Wellington

PostPosted: Thu Jan 27, 2011 4:47 pm    Post subject: Reply with quote

Quote:
As a matter of interest, would you see this being resolved if the LARP timetable was communicated in advance and established over a few years? That is people became aware with the idea of registering for the LARP early to meet the LARP's specific demands.


Yes and no.

Yes - in that assuming the LARP attendees remain reasonably static, I'm sure they'd get used to an earlier registration.

No - because signing up for the LARP isn't signing up for Kapcon. People are just reserving a spot in one game when they do the questionnaire, they often aren't booking flights, arranging for a place to stay, offering to run a game etc. They haven't actually committed to coming to Kapcon by signing up for the LARP. Sophie can probably tell you the exact numbers, but we emptied our waiting list this year because people later on decided that they probably weren't going to make it after all. This is fairly frustrating from a casting perspective, if you're trying hard to balance everyone's requests.
_________________
Playing: Delta Green
Running: BASH: Reverie
Planning: Rogue Trader
Back to top
View user's profile Send private message Visit poster's website
Display posts from previous:   
Post new topic   Reply to topic    NZRaG Forum Index -> Kapcon 21 (2012) All times are GMT + 13 Hours
Goto page 1, 2, 3  Next
Page 1 of 3

 
Jump to:  
You cannot post new topics in this forum
You cannot reply to topics in this forum
You cannot edit your posts in this forum
You cannot delete your posts in this forum
You cannot vote in polls in this forum


Powered by phpBB © 2001, 2005 phpBB Group