Event Organizing Instructions

So… You want to organize an event as part of Games – Ohio? Well, here are some steps to do just that. Just remember that whatever you do, keep it professional.

Earning from Organizing

You can actually earn enough money from organizing an event to pay at least a portion of your fuel costs. If you charge five (5) dollars per person, you should target a skim of an average of 15 percent or 75 cents. The more people who attend, the more you make. For example, an eight (8) player tournament earns 40 dollars. That is an earnings of six (6) dollars at 15 percent. The other 34 dollars ends up with the venue. You must arrange this with the venue as they may consider this to be fundraising. Some venues will actually not allow this to be done as they will consider it to be for-profit.

A quick scenario… You are organizing a trading card game event. Each players pays a five (5) dollar entry fee. Four (4) dollars and 25 cents of each entry is used to purchase a pack of booster cards. The other 75 cents goes to you. Another scenario has the four (4) dollars and 25 cents entered into a prize pool. However, some players of certain games prefer instant gratification upon paying an entry fee while others prefer a prize pool. The following entry fee categories are based upon previous experiences.

Instant Gratification*:
– Cardfight: Vanguard (Booster Pack)
– HeroClix (Clix Booster)
– Pokemon (Booster Pack)

  • Any remaining funds is entered into a prize pool.

Prize Pool^:
– Magic: The Gathering (Top 3 Split 35/30/20)
– Video Games (Top 3 Split 35/30/20)
– Yu-Gi-Oh (Top 4 Split 30/25/20/10)

^ If the venue is a store, the prize support must be for inventory.

It should be mentioned that cash prizes are legal in Ohio provided that players earn them based upon their own skill. Thus, betting is not legal. We discourage cash prizes in situations where the venue really should be compensated for giving up its space. However, if the event is held at a venue that does not provide prize support for the intended game, then an arrangement will need to be made to decide upon what amount to distribute as cash prizes and what goes to the venue. If in the rare case the venue is provided without any expectation of compensation, split the cash accordingly to at least the top three players. Do not forget to take your skim.

Decide on the Event Type

Unless you can run a sanctioned event for a specific game, you can pretty much run anything that you would like that is not sanctioned. Just keep in mind what Games – Ohio has historically ran at a convention, league or store before making a decision. If all else fails, ask Anthony.

Decide on the Event Date(s) & Time(s)

The best day to run an event is Saturday. The earliest start time should be at or after noon. The ideal start time seems to be at 3 PM ET. That means that registration is conducted prior to that start time for at least a half hour. Events that occur on Sunday should be after 2 PM ET due to religious observance. During weekdays, 6 PM ET is a safe bet since most adults will be home from work as they are likely transportation for those who would attend your event.

Decide on the Event Venue

See the Event Planning Instructions page.

Promote the Event

We have the website, social media and an e-mail list. Anthony is the only person who can send anything out via the e-mail list. At the time that this page was created, the e-mail list had over 800 subscribers. If the event is promoted via the Games – Ohio Facebook page, it will end up in the newsletter at the start of the next month, assuming that the event has not already passed. If you decide to produce flyers or other physical products, it is done at your cost. GO is a hobby, not a money earning corporation.

Running the Event

Keep it family-friendly. Anthony does not care what the audience is supposed to be, someone always seems to bring a child with them. It is also becoming a lot more difficult to tell a child from an adult. With that said, take attendance. Some games may require that certain information is obtained, like dates of birth. All Games – Ohio really needs are names and e-mail addresses for the e-mail list. If players also have a game identification, we want that as well. Just make sure that they know that if they provide an e-mail address, they will typically only receive an e-mail about once a month and can unsubscribe at any time.

Post-Event Actions

No matter what, you will need to report the event. If the event was sanctioned, the sanctioning company has its own requirements. Games – Ohio wants those names, e-mail addresses and the other relevant information. The one thing that we want to be able to do is find someone’s information if they lose it. We share that information with affiliates for that very reason. If you do not have access to the Games – Ohio Event or Players Google Documents, ask Anthony for access.

Skimming

The term to skim or skimming has a negative connotation. It is typically associated with embezzling. The term came into public awareness during the era of the American gangster. In modern times what is coined here as skimming could be construed as a fee. But then it would have to be explained in much more detail. Most business people know what skimming means when it comes to money. There is no law against paying yourself for work.

However, some games have rules that require sanctioned events to pay out 100 percent of all funds taken. Those games are less desirable to run sanctioned unless a store is running them. That is because the 100 percent is based upon the manufacturers suggested retail price (MSRP). Only those who pay for product at wholesale prices can earn based upon the difference from the MSRP.

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