MEGALAN

From CASSA

Jump to: navigation, search

[edit] Organising a MEGA-LAN

CASSA traditionally holds at least one MEGA-LAN each Semester. When organising a MEGA-LAN, it's always a good idea to hold a meeting and allocate jobs to committee/members/volunteers. Record who volunteers for what tasks then you can follow-up on the status of tasks.

The following is a list of tasks that need to be actioned:

  • Room Booking
    • Book rooms through facilities. The rooms are ML14.114-116 (3 rooms with retractable concertina walls)
    • Also book ML14.113, the dance studio across the hall, for street fighter club and/or chillout and sleep room.
    • Get form from Facilities --> link: [1] - the night before from noon to 10pm (for setup), then from 10am to midnight for the first day, then until 2pm for the second day.
    • Get form authorised by staff member
    • Also fill in form to hold function on campus and risk assessment form - See dropbox for pre-completed versions
    • Make sure that you also request as many trestle tables as possible (I think they're stored at the KK gallery), and a bunch of bins (both general and recycling)
    • Make sure to also request that the concertina doors are opened and the air conditioning is set to a cooler setting for the event


  • Sponsorship
    • Organise an email to head of SCSS or get Staff Rep to try asking - they sometimes donate spare ECU thumb drives, etc. In the past we've put a bunch of free indie games on them, but can just give away empty ones or whatever else SCSS wants to donate
    • Contact various game, nerdery and computer stores for sponsorship. They'll often ask that we advertise them a bit - fliers/posters at event, logo on LAN poster, etc
    • Possible local sponsors: EB, Gametraders, Game, JBHIFI, Tactics, Empire Toys, PLE, Austin, MSY...
    • Possible "online" sponsors: Valve, Razor, EB, PC Case Gear, MWave, PlayAsia...
    • Do this in person wherever possible, or failing that by phone. Try to avoid email for this. Do it well in advance.
    • Asking doesn't hurt. The worst a company can do is say no
    • Bring fliers/posters and ask to put them up at the store if they have an advertising area. See Advertising (external)


  • Advertising (internal)
    • Get examples of previous LAN posters via dropbox
    • Design new poster and send to exec list for approval
    • Get posters printed by Staff Rep
    • Place posters around campus in accordance with the Poster Placement map
    • Remember to place posters around JO campus too!
    • Send notice out to main mailing list, post on Facebook, Tweet it, etc


  • Advertising (external)
    • Advertise on website (blog post, forum post and calendar)
    • Contact other comp sci uni clubs, post on local forums, facebook, twitter, etc...
    • Printing/sending more copies of the poster is good, but make sure it has a minimap of the campus/LAN rooms
    • Print a pile of half A4 sized posters with a map on the back to leave at appropriate places - other clubs, nerd stores, etc


  • Tournaments
    • Arrange a tournament schedule. Make it detailed (time, signup method, number of people, teams, server addresses, mods, patches, modes, etc)
    • Determine prizes for tournaments
    • Console tournaments tend to be easier to run (Powerstone, Bishi-Bashi, fighting games, etc)


  • Networking Equipment
    • We now own our own networking equipment, currently stored at Greg's house (staff rep)


Power Equipment

  • Hire 3 phase power distribution box and minimum 50m of 32A 3 phase cable
    • The Distribution box must be at least 10 way, 12 way is what we normally hire
    • Recently we have been hiring from Nadams Events, email Adam early to ensure that the equipment isn't hired out for another event
    • Remember to ask for regular (10A) power extension cables as well, Adam will usually provide us with 6 or 7 and an octopus lead free of charge - the more we can get, the better
    • Power equipment must be organised at least 3 weeks in advance
    • Cash payment on pickup is required
    • Make sure to arrange someone to pick it up and return it. He lives in Greenwood.


Prizes / Budget

    • Budget should be determined with Treasurer approval (previous budgets here plz)
    • Main expenses are equipment hire
    • Need to do an FAL run in advance to buy enough food/drinks
    • Allocate amount of money for prizes - sponsorship/expected attendance/tournament structure may influence the amount. Don't go overboard.
      • Good prizes include vouchers for game stores, steam, JBHIFI, etc...


Misc / Other

  • Update this wiki page - keep info current and add files necessary


[edit] Sending Announcements

What to send to "general announcement" email list:

  • 1st Email - Announcing MEGA LAN
  • 2nd Email - Reminder - How to Book
  • 3rd Email - What to bring
    • Computer
    • Cables (Power, USB, Network)
    • Power Board
    • Headphones
    • Monitor
    • Money
    • Deodorant ;)
Retrieved from "http://wiki.cassa.org.au/index.php/MEGALAN"
Personal tools