Event organiser, LARP director, Entrepreneur, Logistics expert, Referee…being in charge of a LARP event makes you all of these things and more. Some groups attempt to separate the different roles of running a LARP event among a team of people but in many cases unless running a full-scale ‘fest’ system, one person will ‘wear many hats’. For the uninitiated these are some of the many tasks;
1. Register with a group to run an event using their rules system or design your own system and publicise it.
2. Survey and book a suitable site (scout camp, country house, self-catering cottage, municipal parkland…) for an appropriate date.
3. Purchase public liability insurance for your event.
4. Write an event plot which incorporates a scenario overview and planned ‘encounters’ to provoke crises, details any costume, props and makeup that will be required and outlines an approximate timeline of the narrative.
5. Write character details and background narrative for non-player characters of substance. Recruit volunteers to play these roles.
6. Book a caterer or plan catering for players and monsters/volunteers.
7. Create an advertisement or booking flyer. Advertise the event to potential players and monsters/volunteers.
8. Write character outlines or request that these are submitted for review by players.
9. Take payments or deposits from players. Register monsters/volunteers and assign roles (including first aid or other roles as required by insurance policy).
10. Manufacture or purchase props, costume and makeup or special effects
11. Provide players and volunteers with all relevant and sufficient information they require prior to the event (including character information and OOC information such as directions or catering information).
12. Acquire radios or walkie-talkies if needed.
13. Arrange transportation of all relevant materials to the site.
14. Travel to the site to prepare the event. Walk over the site to ensure all locations can be used as planned for encounters. Make any last-minute changes or adjustments. Liaise with site manager and put up signposts to the event if required. Check all site facilities (e.g. bathrooms, lights) are functional. Check all props and equipment. Complete a risk assessment if required by insurance policy. Establish and set up any any set-piece areas. Mark out a control area or ‘monster room’. Direct caterers if required. Direct vehicles of volunteers and players as they arrive. Brief all volunteer crew and players.
15. Start the game…..
As may be clear from the above list, there are many tasks not directly involved in the ‘writing’ of an event. In fact, very few of the above tasks will even ensure that an event is ‘good’ or enjoyable for the players (and volunteers). If an event is poorly written, or if the caterers are not appropriately set up, or if all the players get lost trying to find the site….all of these things could result in a poor game before the game even begins. The tidy nature of the above list also conceals the chaos of organising many such events, when a site is re-landscaped or props are not transported to site on time, key NPCs are delayed by traffic and last-minute changes have to be made. Even these challenges seem quite orderly compared to the problem of trying to manage the budget or cash-flow of such an event. Many costs have to be paid up before the event is even advertised, and props can only be commissioned once money is available to pay for them. So the above list is really a misleading model of what might go into organising such an activity.
Any person or team running a LARP event may also face numerous challenges once the event begins. These might at first seem clear, but in so many cases the problem becomes remarkably complex;
16. Brief, make up and costume monsters, send out to ‘encounter’ the players according to the timeline.
17. Liase with caterers around timing of ‘crises’.
18. Adjudicate rules queries and provide players with information regarding IC enquiries.
19. Improvise additional encounters or set-pieces ‘on the fly’ to respond to player improvisation or to account for differences in the pace of the event.
20. Debrief monsters and NPCs to attempt to predict player actions.
21. Respond to any OOC problems with the site, catering or relevant crises.
22. Orchestrate the ‘finale’ of the event, or final encounter (this will often involve a larger scale written encounter with more significant props or special effects) to present a narrative ending – either by killing the player characters or through resolution of a final challenge.
23. End the game
24. Debrief players and volunteers.
25. Ensure all event materials are cleared up and site keys returned, any breakages noted and paid for. Collect all remaining consumables and props. Congratulate volunteers and players, then transport all materials off-site or to secure storage.
How hard can it be? Let’s take number 16. Do you have the person who wrote the narrative available to brief the monsters? Does everyone clearly understand the objective? Is the font size on the printout too hard to read in the approaching darkness of a crowded tent with few lanterns? Do you have time to brief the monsters after they are made-up or do you have to brief them during costume changes and make up being applied? Who is applying the make-up? Do they have the appropriate skills and expertise? Are the monsters allergic to latex prosthetics?
The devil, as they say, is in the detail. Many of the articles I have read about running LARP events seem to concentrate on the narrative and matters of pace in the game, ensuring appropriate levels of immersion and so on. Yet this ‘directorial’ focus seems to obscure the ‘backstage’ chaos and skill which goes into any LARP event. Some games notably employ a ‘meta’ level of discomfort to players in order to help with immersion, insisting they ‘survive’ on their own rations and ability to find a safe space to sleep, another character trustworthy to keep watch and so on. Yet not all games (or game organisers) are prepared to take this line. The notion of ‘bleed’, a beneficial crossover between IC and OOC experience, is a helpful one in understanding why organisers may wish to promote such activity, yet how often do we see Conan the barbarian visit the lavatory, or Sherlock Holmes tying his shoelaces? In some cases the narrative genre which inspires the LARP event encourages the game to eliminate various spaces and activities from the storyline. In our pursuit of immersion, we have to make decisions about what will be part of the game and what will be outside of it. This post, then, simply serves to highlight the hidden parts of organising a LARP which nonetheless have a huge impact on the game itself.
Usual disclaimers apply. YMMV. Comments welcome.