Someone asked about the costs and mental strain of setting up a lan is like so I'd like to share with you my past experiences so that you may learn from my mistakes. That being said I am planning a fourth lan event but it very likely won't be called Florida Lan because fuck Florida. I've completely rebranded the event so it's general enough that I can do Lans + Online events (Really excited about making a post for this soon!). As far as the LANs go I'm actually considering Chicago in June 2017, I'll likely have a Poll up sometime this weekend. Since that's pretty far from me I'm going to be getting some local help from DrShdwPuppet and hopefully we can make this the next big NA lan. I've been doing this for 3 years and every year has been an improvement over the previous ones, I'm really looking forward to seeing how things turn out in 2017.
TL;DR: Florida Lan has been renamed and is likely taking place in Chicago in June 2017. Plus here's some notes on how run a lan.
Anyways, here's my reddit post:
Ok so,
it depends on what kind of LAN you're hoping to make.
My first two lans were at LANCenters with PC's/Monitors/KB&M already provided and typically they will ask you to pay half their normal "all day rate" per player.
So if their "all day rate" is 10 bucks they'll ask for 5 bucks per person; 10 bucks happened to be the entrance fee so half of it went to venue and the other half went into prize pool.
This is exactly what happened at my 2014 event. In 2015 I went to a different LANCenter and they charged 20 for all day, at that event I charged 30 entrance fee leaving me with 20 after the "venue cut" to be put in prize pool. At both those events I put in some of my own money to beef up the prize pool. If I remember correctly the 6s event in 2014 had each person on the winning team get 130 and in the 2015 HL event each person on winning team got 100.
Now the nightmare of BYOC...
BYOC events are much more complicated because there are so many other factors in place:
How many days will the event be?
How is the location? Are hotels near the venue? Or is the hotel and venue together (as it was in my 2016 event)?
Is the airport nearby? Are there shuttle services?
These questions need to be asked and answered because it will help you PICK the venue location.
ONCE you have your general venue location figured out now you need to do some 'shopping'
What's the maximum occupancy of the room?
-Get too little and you'll run out of space, get too much and you'll spend extra on a bigger room that you really didn't need (as I did in my 2016 event)
How about power? What is the charge for setting up the power so not having enough power won't be an issue?
-Always speak to an engineer supervisor when discussing power as sales people will bullshit just to get you to sign (as happened in my 2016 event when we blew a breaker)
How about network? Is it already preconfigured or do you need to configure it? Are there costs involved? What's the bandwidth??
-In my 2016 event I had to pay for an internet line, JUST the internet line. I still had to provide my own networking equipment and set it up on my own. -That's another thing to keep in mind if you are forced to setup equipment. This shit aint cheap, if you buy stuff with the plan to return it within 14 days then DON'T FORGET
Personally, running events at LANCenters is super convenient but super limited as most of those PC's have software restrictions that make setting up configs and huds a pain. BYOC is sooo much better but you're going to run into costs. I would say I originally thought I'd be spending about 5.5k MAX at the 2016 event but my bills came up to 7.6k. Not wanting to take that out on the donors and their prizes I ended up paying that 2.6k difference out of pocket because I'm way too nice. No regrets, planning to do a bigger one next year.
Hopefully this bit of info can be of great help to some of you wanting to start an event of your own.
Please, PM me if you need any help and I'll be glad to lend a hand.