I get asked a lot how we prepare for each game. This is not something that can be explained easily, but I will say that a lot of time is invested as well as personal costs.
Behind the Scenes: How We Prepare for Each Game
Pulling off a successful event doesn’t just happen overnight. It takes months of planning, coordination, and more than a little stress. While many see the action on the field, what they don’t see is the meticulous groundwork done long before the first game whistle. From finding the right date to budgeting for equipment, how we prepare for each event involves countless moving parts—each one critical to ensuring a safe, enjoyable, and unforgettable experience.
Let’s pull back the curtain and walk you through the entire process, step by step.
Laying the Foundation: Dates, Venues, and Commitments
Every event begins with the toughest “easy” question: When? Coordinating a date that works for everyone is no small feat. Jobs, school, family, and other obligations make this an intricate puzzle. We typically work around, paydays, general event days and personal commitments to select a day that avoids conflicts and maximizes attendance. Planning a month or two ahead is essential, especially in Japan where early booking is standard.
Once a date is settled, venue selection takes center stage. This is where risk management kicks in. Some fields require a minimum number of participants—say 30—or we eat the cost difference. Imagine having 25 people show up. You still pay for 30. That missing 5 people costs more than you’d think. On top of that, fields often book up fast and enforce strict cancellation policies. Some are lenient up to two weeks prior, others lock you in the moment you hit “book.”
That’s why we verify every detail: How many people can the field handle? Is it accessible by public transport or does it offer a pickup service? Does it have essentials like toilets, vending machines, lunch options, or shady rest areas? These are non-negotiable aspects when managing a group with diverse needs. Not everyone brings lunch, can drive, or can play at full intensity. We make sure the venue fits everyone, not just the hardcore few.
Planning the Event Itself: Logistics Meets Creativity
Once the field is locked in, the real fun begins: crafting the event. We examine the field’s layout, rules, and amenities to determine how we’ll structure the day. We tailor every game to the space we’re working with—its size, terrain, and what kind of props or gear it can support. Games need to fit the crowd, too. We ask: Is the group mostly newcomers or seasoned players? Are there physical limitations? Is the age range wide? These insights shape which games we run and how intense or laid-back the schedule will be. But this can change as more bookings are made. If we have 25 veterans booked and then some newcomers join, the plans need to change to accommodate the newcomers.
Typically, we ease into the day with simple, familiar games. Once players warm up, we roll out exclusive or more complex scenarios—often enhanced with props. If props are in play, they need to be fully functional. That means dozens of hours of code, testing, and sometimes, total rebuilds. Designing new ones from scratch can take 50 to 100 hours, from concept to reliable performance.
We also consider adding themes or narratives—giving the day a “mission” or story arc. These immersive layers give our events a cinematic twist, making players feel like part of something bigger. It’s not just a shootout—it’s an experience.
Communication, Promotion, and Pre-Game Admin
While we’re planning all of this, we’re also getting the word out. Early promotion is and bookings are vital. It gives people time to commit, and helps us reach that all-important minimum number of players to secure the field without losing money. We post to our event pages, social groups, and chat apps—offering details like date, location, transport, gear rentals, and more.
Once interest builds and we reach our attendance threshold, we contact the venue to finalize booking. This often turns into “email tennis” as we go back and forth confirming numbers, details, and expectations. Two weeks before the game, we submit a list of attendees—sometimes including age, gender, and nationality, depending on the venue’s policies. In rare cases, venues reject attendees who’ve been blacklisted. It’s uncommon but can happen.
At least a week before the game, we send final confirmation emails to the field, confirming attendees, pick-up schedules and last-minute logistics. After that point, changes are hard to make. The clock is ticking, and flexibility disappears. If people cancel a week to 2 weeks before, we still have to pay for them.
Props, Equipment, and Financial Planning
Let’s talk gear. Props take time and technical know-how. Whether it’s a bomb prop or capture-point device, it must be tested and tested again. Electronics fail. Code glitches. Soldering comes loose. One failure can derail an entire game, so backups are a must. We also build in redundancies and sometimes even alter games last-minute if a device misbehaves.
| Design | 2 Hours |
| Programming & Simulation | 5 – 10 Hours |
| Construction | 50 – 60 Hours |
| Testing & Fixes | 30 – 40 Hours |
| TOTAL | 87 – 112 Hours |
| Design | 3 Hours |
| Programming & Simulation | 10 Hours |
| Construction | 45 Hours |
| Testing & Fixes | 19 Hours |
| TOTAL | 77 Hours |
| Design | 5 Hours |
| Programming & Simulation | 25 Hours |
| Construction | 60 Hours |
| Testing & Fixes | 30 Hours |
| TOTAL | 120 Hours |
Then there’s the admin side—whiteboard pens, radios, cones, marker tape, printed rules, batteries, and more. We need enough cash to provide change, especially when players pay by card. Many don’t realize that we also pay for web hosting, card transaction fees, gear repairs, and sometimes, even replacement rentals.
Budgeting is delicate. We aim to break even—not profit. Ticket prices are calculated to cover the full cost of the event, logistics, parts, website fees and more. If there’s extra left over, it’s reinvested. Usually into things like better props, a planning and briefing whiteboard and even towards things like merchandise. This isn’t a business—it’s a passion project.
Game Day Prep and Execution
Game day starts early. We rent a vehicle to transport everything—props, admin supplies, extra gear. Japan’s car ownership costs are steep, so renting is more efficient. Usually we leave before sunrise. Once on-site, we set up.. Everything needs to be ready before the first player arrives.
We brief everyone clearly—especially newcomers. Safety comes first. We go over game rules, answer questions, and help with rentals or gear adjustments. The day flows from warm-ups to creative missions, and finally, a climactic game to end on a high.
If a game crashes, we pivot. If the weather changes, we adapt. That’s what prep allows us to do—solve problems without panic or canceling events.
Why We Do It
So, how do we prepare for each game? With a lot of heart, and even more spreadsheets. It’s stressful. It’s expensive. But when players give us feedback, leave smiling, already asking about the next event? That’s our win. No paycheck could match the satisfaction of building something from scratch and seeing it bring people together. It’s not just a day out. It’s a shared memory—and that’s worth every second of planning.
FAQs
How early do you start planning an event?
Usually about 6–8 weeks in advance, depending on field demand and logistical complexity.
Do you profit from ticket sales?
No. All revenue covers the event. Any surplus is reinvested into props, equipment, or website hosting fees, transaction costs and more.
What happens if fewer people show up than booked?
We often absorb the cost personally unless we’ve structured the event to share that risk in advance. Some events in the past we have to pay the extras for no-shows or last minute cancellations out of our own savings.
What kind of props do you use?
Electronic devices like mock bombs, capture points, or themed mission tools—all custom-made and tested rigorously before use.
How do you handle accessibility and diverse needs?
We choose venues with good facilities and design games that don’t exclude anyone based on fitness or experience.
Can beginners join your games?
Absolutely! We create welcoming environments and start with beginner-friendly sessions before progressing.
