Hosting guide

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.

1. How to become a #play14 event host

The first rule

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.

The second rule

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.

Finding a mentor

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.

2. Your responsibilities as a host

As a host, your primary responsibilities include:

• Securing a venue
• Selecting a date
• Providing food and beverages
• Gathering game materials
• Bringing a positive attitude

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.

3. Choosing the right venue

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.

Key venue requirements

Gaming areas

• At least three separate zones equipped with tables and chairs
• A whiteboard or flip chart in each area
• Ample space for participants to move around the tables

The capacity of your venue will dictate how many attendees you can accommodate.

4. Planning materials and supplies

Here's a basic list of items you should consider:

Furniture

• Tables and chairs (to be provided by the venue)
• Whiteboards and flip charts

Sticky notes

• XL stickies for the marketplace
• Square (yellow & colors)
• Long (yellow & colors)

Markers

• At least one Sharpie for each player
• Paperboard markers
• Whiteboard markers

Paper and tape

• A large paper roll for the marketplace
• Masking tape
• Tape, scissors, and measuring tape
• Various paper types (plain and colored)

Game materials

• Plastic play balls
• Poker chips
• Card decks
• Happy Salmon
• Any other games you think might be fun

5. Food and drinks

To maintain high energy levels throughout the event, it's essential to provide meals and beverages, which fall under your hosting duties.

Meals

Typically, we provide two lunches and two dinners:

• First dinner: A festive welcome dinner, usually catered
• First lunch: A light yet substantial lunch to sustain participants through the afternoon
• Second dinner: Casual pizza and beer
• Second lunch: Another light lunch, varying from the previous day's meal

Ensuring a diverse menu is crucial, especially considering dietary restrictions like vegan and gluten-free options.

Drinks

Always have a supply of hot beverages and refreshments available at any time. Options typically include:

• Coffee
• Tea
• Water
• Soft drinks (Coke, orange juice)
• Alcohol (beer, wine), depending on your preference as the host

Snacks

Offer snacks throughout the day for additional energy:

• Pastries for breakfast
• Fresh fruit
• Cereal and chocolate bars

6. Support from the #play14 global organization

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.

7. Website and registration

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.

8. Marketing and communication

We have several communication and marketing tools at your disposal, including:

• Twitter
• LinkedIn
• Google
• YouTube
• Facebook
• Newsletter (Mailchimp)

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.

9. Merchandising and welcome kit

Each participant receives a #play14 t-shirt, which has become part of our brand identity. Ideally, the t-shirts should be:

• Printed locally
• Black in color, which makes the logo visible
• Made from organic cotton

Additional welcome kit items may include:

• #play14 stickers
• LEGO Serious Play kits
• Sticky notes
• Sharpie markers
• Story cubes
• Venue or sponsor merchandise

10. Budget and revenue

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).

Tickets

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).

Sponsors

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.

Mentor participation

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.

Profit and loss

#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:

• reinvested into future events
• contributed back to the global organization to support others
• or used to purchase games and materials

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.

11. Sustainability

As a host, you have the opportunity to make your event environmentally friendly. We recommend:

• Using reusable glasses and tableware instead of single-use plastics
• Sorting waste appropriately
• Selecting eco-label products for supplies and stationery

Some teams even opt to make their events carbon-neutral by offsetting the carbon footprint.

12. Things to do before the day

Arrange / Find out

• Check that there are no planned fire alarms or other venue constraints we need to be aware of
• Find out whether you need a first aid contact due to regulations, venue rules, etc.
• Organize who will take photos during the event

Buy food and drinks

Buy materials

Gather kit

Giveaways

Food & catering

• Day 1: Dinner
• Day 2: Breakfast
• Day 2: Lunch
• Day 2: Dinner
• Day 3: Breakfast
• Day 3: Lunch

Other ideas

• Create insurance for the participants if the venue doesn't have it!

13. Preparing the venue

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.

Marketplace board

The marketplace board is at the heart of each #play14 event.

Sections

• (optional) Rules - Open space rules and #play14 code of conduct
• (optional) Event space map
• (optional) Upcoming activities - a space for people to store their proposals ahead of the marketplace
• The grid
• (optional) Completed activities
• (optional) Feedback and Kudos
• (optional) Notice board

Building it

• Choose a central, large, appropriate wall to build it
• (optional) Use rolls of brown paper to form the backing of the board. Stick in place with LOW TACK masking tape to avoid damaging
• Separate your sections and grid with tape (masking tape or washi tape works best) or you can draw lines if using a whiteboard
• Title your sections

The grid

The grid shows spaces and timeboxes that form the agenda, which is refreshed and populated each day of the conference.

• Each cell of the grid is sized to the sticky note size you'll use for proposals
• Columns: Each column is a timebox in the event, beginning at the start and ending at the close of each day
  • Make these 1 hour: 45 mins + 15 mins (to move, refresh etc)
  • Note: Encourage folk who need less to partner up
  • Note: Encourage folk who need more to take 2+ slots
  • The header in each column contains the beginning time of that timebox
  • Include breakfast
  • Include marketplace
  • Include lunch
  • Include dinner
  • Include unstructured time, if there is any
  • (Optional) Visualise the 15 min transition times
• Rows: These are the event play spaces
  • Include an indication of the max amount of people and its configuration (e.g. open, tables and chairs, big table etc)
  • Name your spaces (be playful!)
  • (Optional) Select a theme for the #play14 and give themed names to the rooms/spaces

Example proposal

Prepare an example proposal as demonstration:

• Include: Activity title (draw it and make it look great!)
• Include: Facilitator(s)
• Include: Energy level expected
• Include: Time needed

14. Arriving

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.

15. Pre-kickoff

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.

16. Starting

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.

17. Group activities

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:

• First, to discover some things that connect. For example, realising that someone shares an interest makes future conversations easier to begin.
• Second, to gently nudge them out of their comfort zones, creating a bridge to the more serious and deeper games and activities to come.

18. Open and free activities

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.

19. Starting the day

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.

Warmups

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.

Welcome new players

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.

Explain the rules

Before the pitching begins, remind everyone of the three guiding frameworks that shape #play14:

• Open space principles — The rules that make the unconference format work
• Code of conduct — Our commitment to creating a safe and inclusive space
• Manifesto — The values that define what #play14 is and always will be

How to create a game pitch

Explain how to write a clear and effective pitch on a large sticky note. A good pitch sticky should include:

• Game name — Clear and catchy
• Your name — So people know who's facilitating
• Duration — How long the session will take
• Number of players — Minimum and maximum if applicable
• Energy level — From quiet/reflective to super energized, so participants can choose what matches their mood
• Brief description — One sentence about what the game is about

For more details on the marketplace format, see our format page.

Pitching games

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:

• One minute per pitch — Set a timer if needed, but keep it light and fun
• Fast but understandable — The goal is to intrigue people, not give them all the details
• Seamless flow — As soon as one facilitator finishes and sticks their session on the marketplace board, the next one begins
• Encourage enthusiasm — The more excited the facilitators are, the more excited the participants will be

Final marketplace reorganization

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.

• Move similar games together to create thematic blocks (with facilitator consent)
• Fill gaps in the schedule
• Adjust timing if needed (in collaboration with facilitators)
• Combine or split games based on interest (if facilitators agree)

Game on!

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.

20. Game sessions

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.

Timebox reminders

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.

Venue support

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.

Material support

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.

Being a good host

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.

21. Lunch and dinners

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.

Food and drinks

Provide a variety of food options that accommodate different dietary restrictions:

Beverages

Beverages are just as important as food. Coffee is crucial—many participants are genuinely addicted—and quality matters. Don't skimp on the coffee.

• Coffee — High-quality coffee, available throughout the day (people are addicted, and you want happy, caffeinated participants)
• Tea — A good selection of teas for those who prefer it
• Water — Plenty of water, easily accessible in multiple locations
• Soft drinks — If possible, avoid commercial sodas; offer healthier or local alternatives instead
• Alcoholic beverages — This depends on the hosting team's preferences and local customs. Some events offer wine or beer with meals; others don't. Choose what feels right for your event.

Snacks during breaks

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.

Local and organic preference

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.

22. Retrospective

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.

23. Cleanup

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 down marketplace board and all posted materials
• Collect leftover supplies and pack them for future events
• Return furniture to its original configuration
• Dispose of trash and recycling responsibly
• Donate leftover food to local food banks or those in need if possible
• Clean up any spills or messes in the venue
• Return borrowed equipment or materials
• Do a final walkthrough to ensure nothing is left behind

24. Saying goodbye

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.

25. Thank you to participants

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.

26. Host team retrospective

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:

• What surprised us during the event?
• What would we do differently next time?
• What should we definitely repeat?
• What challenges did we face, and how did we handle them?
• How well did we work together as a team?

27. Financial closeout

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.

28. Publishing results

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:

• Event summary — Number of participants, games played, overall atmosphere
• Financial actuals — Enter final revenue and expenses in the admin section's “Actuals” tab to maintain transparency and help future hosts plan their budgets
• Photo galleries — Link to photo albums or shared drives (with participants' permission)
• Statistics — Attendance numbers, game counts, facilitator contributions
• Archived materials — Session descriptions, marketplace photos, or anything that might help future hosts

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.

29. Announce your next date

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.

• Timing — Announce during the closing ceremony or retrospective when energy is high
• Save the date — Even if details are limited, sharing the next date helps people plan ahead
• Team commitment — Make sure your hosting team is ready to commit before announcing publicly
• Create the event — Add it to play14.org so people can register their interest

Early announcement builds anticipation and helps maintain community engagement between events.

30. Code of conduct

31. Open space principles

There are some simple rules for participants.

• Whoever comes is the right people

  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.

• Whenever it starts is the right time

  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.

• Wherever it is, is the right place

  You will be offered several spaces for your session. Choose the one that fits your needs as a facilitator or as a participant.

• Whatever happens, is the only thing that could have

  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.

• When it's over, it's over

  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 format page.