This guide will support you through the entire journey of hosting a #play14 event — from the initial planning and organization, all the way through to making the first 114 minutes brilliant.
Whether you're considering hosting your first #play14 event or preparing to kick off an event you've already organized, you'll find practical guidance, checklists, and insights from years of experience across the global #play14 community.
Everything you need to know to plan and organize a successful #play14 event.
You must have participated in at least one #play14 event. This experience allows you to gain insight into our community and understand the mindset we aim to cultivate at #play14. We strongly believe that only by experiencing #play14 can you reproduce this wonderful and playful experience.
You need to find a mentor to help and guide you for your first time. As a host, you'll be responsible for upholding the spirit of the original event and ensuring a memorable experience for your attendees.
Mentors are members of the #play14 community who have experience organizing #play14 events and are able to help others do the same.
To find a mentor, you can contact the group of mentors and someone will respond. You can also identify mentors on the players list by filtering for the mentor role.
As a host, your primary responsibilities include:
The rest is in the hands of the players!
We recommend forming a team of at least three local organizers to make hosting manageable, particularly for venue selection.
When selecting a venue, ensure it can accommodate 30 to 70 participants, depending on your expected turnout. Ideally, venues should have a unique charm or character.
The capacity of your venue will dictate how many attendees you can accommodate.
Here's a basic list of items you should consider:
To maintain high energy levels throughout the event, it's essential to provide meals and beverages, which fall under your hosting duties.
Typically, we provide two lunches and two dinners:
Ensuring a diverse menu is crucial, especially considering dietary restrictions like vegan and gluten-free options.
Always have a supply of hot beverages and refreshments available at any time. Options typically include:
Offer snacks throughout the day for additional energy:
The #play14 global organization will provide you with shared resources, and co-founders/mentors will assist you in hosting your event, so you won't be alone in this journey.
We maintain a Slack channel and a WhatsApp Community for communication among local organizers and offer video conferencing for additional support.
At least one co-founder/mentor will attend your event to help with organization and ensure the essence of #play14 is honored.
You will be able to create a dedicated page for your event on the #play14 website, detailing the location, dates, and registration. To do this, you will need to request access to the CMS backend that powers the website from the founders.
We can manage ticketing and financial aspects with the ticketing system and bank account of the central organization; however, you are welcome to use your own registration system if you prefer.
We have several communication and marketing tools at your disposal, including:
While you will primarily handle promoting your event and encouraging registration, feel free to reach out for assistance from co-founders or access the available tools and services.
Each participant receives a #play14 t-shirt, which has become part of our brand identity. Ideally, the t-shirts should be:
We aim to keep ticket prices as affordable as possible to maximize participation. Most expenses go toward food and drinks, welcome kits, materials, and venue costs (if applicable).
Ticket sales are the primary funding source for #play14 events. Prices may vary based on location and local organizer decisions. Some organizers successfully secure free venues, reducing financial pressure, while others may need to increase ticket prices if they pay for the venue.
You can also consider varied ticket types, such as all-event passes, daily tickets, or tiered pricing (early bird, normal, late).
Finding sponsors can greatly enhance your event. Sponsorship can include monetary contributions, free venues, food, drinks, or materials. It's your responsibility as a local host to seek sponsors.
We encourage the presence of at least one #play14 mentor at each new event to provide support and ensure everything runs smoothly. A portion of your budget should be allocated for the mentor's travel and accommodation expenses. Choosing a mentor who lives nearby can reduce travel costs and improve communication.
#play14 is and always will be a non-profit. #play14 operates as a non-profit organization based in Luxembourg that supports some European events, but you are free to decide how to manage the finances locally.
Any profit from your event should be:
Conversely, should you incur financial losses, the #play14 global organization will assist you. Typically, events break even, and we've enjoyed stability without major financial issues.
Trust is fundamental to #play14, so we expect transparency regarding all financial dealings. The CMS backend of the website contains a section where you will have to provide financial details about your events.
As a host, you have the opportunity to make your event environmentally friendly. We recommend:
Some teams even opt to make their events carbon-neutral by offsetting the carbon footprint.
The guide below was written by Chris Caswell and Nicole Helmerich to help hosts make the first 114 minutes of #play14 brilliant.
The idea for this guide was born over coffee at #play14 Berlin in June 2025, when Julian Kea and Chris wondered whether a short guide might help hosts set up and kick off #play14. Chris and Nicole picked up the idea, wrote it — and here it is.
The space sets the tone for the kickoff. The aim is to create an environment that feels open, welcoming, and free of distractions. When the space feels ready, participants feel ready too, and the hosts are free and able to be fully present.
The marketplace board is at the heart of each #play14 event.
The grid shows spaces and timeboxes that form the agenda, which is refreshed and populated each day of the conference.
The first hour of #play14 is deceptively important. Though day one is short and light, the impressions formed here ripple through the whole conference. This is where participants shift from being strangers arriving at a venue to being part of a community about to explore and play together.
A good arrival makes them feel reassured, welcomed, and at ease. It gives them orientation to the space, to the people around them, and to what tomorrow will bring. These small first impressions matter. When participants leave the evening already feeling a sense of connection, curiosity, and belonging, the main event the next day can start stronger and go deeper, faster.
The time before kickoff can feel unstructured, but that is its strength. This is the hour where participants get their bearings, relax into the space, and begin connecting with one another. It is not about running activities or filling every moment. Instead, it is about creating the right conditions so that people can participate at the level that suits them, whether that means jumping straight into conversation, joining a game, or simply sitting back with a drink.
When hosts shape this time well, participants begin to feel comfortable with the event, with each other, and with the spirit of #play14.
The start is when we officially begin, when we all come together for the first time and are welcomed to the event. Its purpose is to give a clear and inviting sense of what to expect: what #play14 is, how the conference will flow, and the values and ethos that guide us.
After the kickoff, we play together! Group activities are short, playful warm ups, energisers, and games that get people moving, interacting, and connecting. They help participants step into the spirit of #play14, easing them into an engaged and participatory mindset. There are two important outcomes:
The night is not over yet, but it is now important to transition from structured and planned into open and free. The role of the host moves from leading to holding the space, allowing participants to engage in the way that is right for them.
Guide for running the marketplace, facilitating game sessions, and managing meals throughout the event.
The marketplace is the beating heart of every #play14 event. It's where the energy of the day ignites, where facilitators pitch their games, and where participants choose their own adventure. As a host, your role is to facilitate this energy while keeping things flowing smoothly.
The marketplace sets the tone for everything that follows. A well-run marketplace creates excitement and momentum; a rushed or disorganized one can leave people confused and hesitant. Strike the right balance between structure and spontaneity.
Start the day with a warmup activity. Warmups are essential for setting the right mood—they energize the group, break down initial barriers, and create a playful atmosphere. A good warmup reminds everyone that #play14 is about fun, learning, and connection.
Some participants may join on the second day, especially if the first evening was optional or if people couldn't make it. Take a moment to welcome newcomers, do a quick round of introductions, and help them feel included. They'll catch up quickly once the games begin.
Before the pitching begins, remind everyone of the three guiding frameworks that shape #play14:
Explain how to write a clear and effective pitch on a large sticky note. A good pitch sticky should include:
For more details on the marketplace format, see our format page.
During the game sessions, your role as host shifts from active facilitation to supportive presence. You're no longer at the center of attention—the facilitators and participants are. Your job is to be available, helpful, and ready to solve problems without being intrusive.
Think of yourself as the invisible infrastructure that keeps everything running smoothly. Participants should feel fully immersed in their games, confident that if they need something, you'll be there to help.
While facilitators are responsible for managing their own timeboxes, you can help by providing gentle reminders between sessions. Use a noisemaker—like chimes or a gong—to signal when a session block is ending. Keep these signals respectful and non-disruptive; the goal is to help facilitators wrap up gracefully, not to interrupt the flow.
Be available to answer questions about the venue—where rooms are located, which spaces are available, whether a facilitator can move their session to a different room. Help participants navigate the space, especially if the venue is large or unfamiliar.
Facilitators may need extra materials during their sessions. Be ready to provide markers, sticky notes, paper, tape, or other supplies. Restock common areas regularly so materials are always available. If a facilitator has a special request—like needing a flip chart moved or extra chairs—help make it happen quickly and quietly.
Your presence should be warm, welcoming, and helpful without being hovering. Check in periodically, but don't interrupt sessions. If someone needs help, they'll find you. If everything is running smoothly, let it flow.
Meals at #play14 are more than just fuel—they're opportunities for community building. Over lunch and dinner, participants relax, connect on a personal level, and share stories beyond the game sessions. Quality meals create a welcoming environment where people feel cared for and valued.
Plan for variety, quantity, and accessibility. People have different dietary needs and preferences, and running out of food can dampen the event's energy. When in doubt, overestimate rather than underestimate.
Provide a variety of food options that accommodate different dietary restrictions:
Beverages are just as important as food. Coffee is crucial—many participants are genuinely addicted—and quality matters. Don't skimp on the coffee.
Keep snacks available throughout the day—healthy options like fruit, nuts, and granola bars, plus energizing treats like chocolate. Place snacks in multiple locations around the venue to encourage movement and spontaneous conversations.
Whenever possible, source food locally and choose organic options. Supporting local suppliers aligns with #play14's values of sustainability and community connection. It also often results in fresher, more flavorful food.
The closing ceremony is as important as the opening—it's the last impression participants will have of your event.
The retrospective is the heart of the closing ceremony. It's as important as the opening, the moment that brings everything together. A thoughtful closing leaves people feeling grateful, connected, and eager to return next time.
This isn't the time to rush. Give the closing ceremony the space it deserves, even if you're tired or behind schedule. The community will remember how you made them feel as they left.
The retrospective is about people and experiences, not games. Yes, participants played amazing games, but what matters more is the connections they made, the insights they gained, and the moments that surprised them. Create space for participants to share what the event meant to them.
Focus on celebration and gratitude. Thank the hosting team publicly—they worked hard to make this event happen. Acknowledge the facilitators who shared their games. Celebrate the participants who brought their energy and curiosity.
End with a "see you next time" spirit. Remind everyone that #play14 is a global community, and there are events happening around the world. Invite them to stay connected, share their learnings, and consider hosting an event themselves someday.
Emphasize formats that create genuine dialogue and connection, not just reporting or listing. The goal is to deepen relationships and collective reflection.
Invite the community to help with cleanup. Most participants will be happy to contribute—it's a way of giving back and extending the collaborative spirit of #play14. Provide clear guidance on what needs to be done: taking down posters, collecting materials, rearranging furniture, or tidying up common areas.
Leave the venue better than you found it. This is a matter of respect for the space and the people who lent it to you. It also sets a good precedent for future #play14 events in that location.
Take time to say goodbye personally to as many participants as you can. These final moments are opportunities to thank people for coming, to hear their feedback, and to make sure they leave feeling valued. Wish them safe travels and remind them that the #play14 community is always here.
Some participants may linger, reluctant to leave. That's a good sign—it means they felt connected and didn't want the experience to end. Let those moments happen naturally. The best events are the ones people don't want to leave.
Post-event work to close the loop, thank participants, and prepare for the future.
Send a thank-you message to all participants. Share key moments, photos, or highlights from the event. Let them know you appreciated their presence and contributions. This message keeps the connection alive and reminds people why #play14 matters.
Gather your hosting team for an internal retrospective. Reflect on what went well and what could be improved. Document lessons learned—these insights will help future hosts (including yourself, if you host again). Celebrate what you accomplished together.
Some questions to guide your retrospective:
Complete the accounting for the event. Reconcile all expenses and revenue, finalize budgets, and ensure everything is documented. If there's a surplus, discuss with the #play14 network how to reinvest it into future events. If relevant, share financial transparency with participants to build trust and demonstrate that #play14 is truly non-profit.
After the event, update the #play14 website with results and highlights. Access your event's admin page and navigate to the "Actuals" tab to publish financial and event data:
Publishing results serves multiple purposes: it celebrates the event, documents it for the community's history, and provides inspiration and resources for future hosts. Financial transparency demonstrates #play14's non-profit values and helps future organizers plan their events.
If your team is planning to host another event, announce the date before participants leave. This builds momentum and gives people something to look forward to.
Early announcement builds anticipation and helps maintain community engagement between events.
There are some simple rules for participants.
As a facilitator, you should welcome anyone who has decided to join your session, and not be frustrated if you expect different people. As a participant, you should be ready to collaborate with anyone.
As a facilitator, if you need some time to prepare, take it. Just think that people might get bored and go join another session. The best is to prepare anything in advance. As a participant, there is nothing wrong with joining a session in progress. But respect the people who have already started, and try to jump in quietly.
You will be offered several spaces for your session. Choose the one that fits your needs as a facilitator or as a participant.
Be prepared to be surprised. Don't be annoyed if you get feedback. Don't be disappointed if it doesn't work. Try again if need be.
As a facilitator, it's up to you to mind your timebox. The organizers will not do it for you. Keep in mind that the participants of your session might want to go to another session after yours and that the room might be reserved after. Feel free to continue in a different location with whoever is interested.
Learn more about the open space format on our .
The #play14 manifesto defines the values and principles that unite our global community. As a host, you're a guardian of these values—they guide how we organize events, how we treat each other, and what #play14 stands for. Share this manifesto with participants to remind them what makes #play14 special.
#play14 is and always will be:
More than a place to sell services & goods. We prioritize learning, exchange, and collaboration over commercialization. Facilitators share games to help others grow, not to promote products or services.
With an interest in learning with fun. #play14 welcomes everyone, regardless of background, experience level, or professional role. If you're curious about learning through play, you belong here.
More than in the virtual world. While we embrace technology when it enhances connection, #play14 is fundamentally about face-to-face interaction, tactile experiences, and being present with each other in shared physical spaces.
Based on the Open Space Technology format. Participants co-create the agenda, facilitators propose sessions in the marketplace, and everyone follows the Law of Two Feet. The structure emerges from the community, not from a predetermined schedule.
Which means that when we do make a profit on a given event, we reinvest everything into the next. #play14 exists to serve the community, not to generate revenue. Financial transparency and reinvestment keep us aligned with this value.
These principles aren't just aspirations—they're commitments. When you host a #play14 event, you're carrying forward this legacy and ensuring that #play14 remains true to its roots.
By following this guide, you'll be well on your way to hosting a successful #play14 event!
Prepare an example proposal as demonstration:
#play14 was born from a simple but uncomfortable observation:
Most teams are full of smart, capable people, yet they often struggle to collaborate, decide, and move forward effectively. Meetings drag on. Decisions get postponed. Change is discussed more than it is practiced.
Instead of adding more frameworks, slides, or processes, #play14 took a different path — using play as a serious tool.
The idea is straightforward: when people play together in a well-designed way, they lower their guards, think more clearly, and engage more honestly. Play becomes a shortcut to trust, learning, and action — not an escape from work, but a better way to do it.
Over time, #play14 evolved into a collection of structured experiences that combine games, facilitation, and real-world challenges. These experiences are designed to help teams work on topics such as collaboration, leadership, decision-making, communication, and creativity.
At its core, #play14 is not about winning or competing. It is about experimenting, reflecting, and learning together.
The #play14 event is an invitation to step out of routine thinking, engage with others in a different way, and experience how play — when done intentionally — can lead to real insights and meaningful change.
More information: Our story | Our values | Our format
Once everyone is ready, invite facilitators to form a queue. Each person gets one minute to pitch their game to the group. Keep the energy high and the momentum flowing:
Once all pitches are complete, give everyone a few minutes to review the marketplace board. This is the last chance to optimize the schedule. Important: always ask facilitators for permission before moving their games—respect their autonomy and preferences.
With the marketplace set and participants buzzing with excitement, it's time to release everyone to their first sessions. Remind them of the room assignments, wish them well, and let the games begin. The energy you've built in the marketplace will carry through the rest of the event.
Zusammenfassend: "Sie sollen kein Arschloch sein".