Planning a LARP Event: A Comprehensive Guide

Planning a LARP Event: A Comprehensive Guide

If you're looking to plan a LARP event, you're in for a challenging but rewarding experience. LARP (Live Action Role Playing) is an immersive form of gaming that brings together elements of theater, cosplay, and traditional tabletop gaming. While the end result can be truly amazing, the planning process can be a bit overwhelming, especially if you're new to LARP or event planning in general.This guide is designed to help you navigate the various steps involved in planning a LARP event, from the initial brainstorming stage to the final cleanup. Whether you're organizing a small one-day event or a massive multi-day extravaganza, this guide will provide you with the tools and resources you need to make your event a success.

Table of Contents

  1. Understanding LARP Events
  2. Choosing Your Theme and Setting
  3. Developing a Storyline and Characters
  4. Creating Your Event Schedule
  5. Building Your World
  6. Handling Logistics and Budgeting
  7. Marketing and Promotion
  8. Recruiting Volunteers and Staff
  9. Preparing for the Day of the Event
  10. Running the Event
  11. Post-Event Wrap Up
  12. Frequently Asked Questions

Understanding LARP Events

Before you can start planning your LARP event, you need to have a solid understanding of what LARP is and what it entails. LARP is a type of role-playing game where participants physically act out the roles of their characters, often in a detailed and immersive setting. The game can take place in a variety of settings, from historical or fantasy worlds to futuristic or post-apocalyptic environments.

LARP events can range from small, one-day gatherings to massive multi-day conventions with thousands of participants. Regardless of the size of your event, you'll need to carefully plan out every aspect of it to ensure that your players have a fun and engaging experience.

Choosing Your Theme and Setting

Larp Apoc

The first step in planning your LARP event is to choose your theme and setting. This will set the tone for your entire event and help you create a cohesive and immersive experience for your players. Your theme and setting could be anything from a medieval castle to a futuristic space station, so don't be afraid to get creative.

When choosing your theme and setting, it's important to consider your budget and resources. A medieval castle, for example, might be an amazing setting for your event, but it could also be incredibly expensive to rent or build. Be realistic about what you can afford and what you can reasonably accomplish with your resources.

Developing a Storyline and Characters

Once you've chosen your theme and setting, it's time to develop your storyline and characters. This is where you'll really start to bring your event to life and create a world that your players can immerse themselves in.

Your storyline should be engaging and immersive, with plenty of twists and turns to keep your players on their toes. Consider creating multiple story arcs or branching paths to keep things interesting. Your characters should be well-developed and have unique personalities and motivations that drive their actions.

Creating Your Event Schedule

With your storyline and characters in place, it's time to create your event schedule. This should include all of the major events and activities that will take place over the course of your event, such as battles, quests, and social gatherings.

When creating your schedule, be sure to allow for plenty of downtime and socializing. LARP events can be intense and exhausting, so it's important to give your players plenty of opportunities to relax and interact with one another outside of the game.

Building Your World

Larping Event

Now it's time to start building your world. This includes everything from creating your physical setting to designing your props and costumes. This is where you'll really start to bring your theme and setting to life.

If you're working with a limited budget, consider focusing on the elements that will have the biggest impact on your players' experience. For example, a few well-placed props and costumes can go a long way towards creating an immersive environment, even if you don't have the resources to build elaborate sets.

Handling Logistics and Budgeting

With your world and schedule in place, it's time to start thinking about logistics and budgeting. This includes everything from securing a venue and renting equipment to purchasing supplies and handling transportation.

When budgeting for your event, be sure to account for all of the necessary expenses, including food, lodging, and any special effects or equipment rentals. It's also important to have a contingency plan in case something goes wrong or unexpected expenses arise.

Marketing and Promotion


Once you've got your logistics and budgeting under control, it's time to start thinking about marketing and promotion. This is how you'll get the word out about your event and attract players.

Consider creating a website or social media presence for your event, as well as distributing flyers and other promotional materials. You can also reach out to local gaming and cosplay communities to spread the word. We highly encourage you contact us here at to let us know about your events. We are always looking for exciting things to share with our tens of thousands of newsletter and social media followers, who may be looking for something fun to do in their area.

Recruiting Volunteers and Staff

As your event draws near, it's time to start recruiting volunteers and staff to help you run things smoothly. This includes everything from game masters and referees to cooks and cleanup crews.

Be sure to provide clear instructions and training for your volunteers and staff, and make sure they know what's expected of them on the day of the event. It's also a good idea to have a backup plan in case anyone drops out or can't make it on the day of the event.

Preparing for the Day of the Event

As the day of the event approaches, it's important to make sure everything is in order. This includes everything from setting up your physical space to testing your equipment and rehearsing your game mechanics.

Be sure to have a checklist of everything that needs to be done on the day of the event, and assign specific tasks to your volunteers and staff. It's also a good idea to have a communication plan in place so you can quickly and efficiently address any issues that arise.

Running the Event

On the day of the event, it's time to put all of your planning and preparation into action. Be sure to stick to your schedule as closely as possible, but also be prepared to adapt if necessary.

As the event unfolds, be sure to stay flexible and responsive to your players' needs. Remember, the goal of the event is to provide an enjoyable and immersive experience for your players, so be willing to make adjustments as needed to ensure that everyone has a good time.

Post-Event Wrap Up

Once the event is over, it's time to wrap things up and start thinking about your next LARP adventure. This includes everything from cleaning up your physical space to gathering feedback from your players and volunteers.

Be sure to take the time to thank everyone who helped make your event a success, and consider creating a survey or other feedback mechanism to gather input for future events. And most importantly, take the time to celebrate your hard work and enjoy the memories you've created with your fellow LARP enthusiasts.

Frequently Asked Questions

Do I need to have prior LARP experience to plan an event?

While prior LARP experience can be helpful, it's not necessarily required. What's more important is having strong organizational and planning skills, as well as a willingness to learn and adapt as needed.

How do I handle safety concerns during my event?

Safety should always be a top priority during any LARP event. Be sure to establish clear safety rules and guidelines, and make sure that all participants are aware of them before the event begins. It's also a good idea to have a first aid kit on hand and to designate a first aid responder in case of injury or illness.

How do I handle conflicts between players during the event?

Conflicts between players are bound to arise at some point during any LARP event. The key is to have a clear conflict resolution process in place, and to be prepared to intervene if necessary. This can include designating a neutral third party to mediate conflicts, or establishing clear consequences for behavior that violates the rules or guidelines of the event.

How can I keep my event affordable for participants?

One way to keep your event affordable is to focus on the elements that will have the biggest impact on your players' experience, and to be strategic with your budgeting. You can also consider offering discounts for early registration, or creating a volunteer program that allows participants to earn credit towards future events in exchange for helping out with setup or cleanup.

How do I measure the success of my event?

The success of your event can be measured in a variety of ways, depending on your goals and objectives. Some common metrics include participant satisfaction surveys, attendance numbers, and social media engagement. It's also important to take into account any feedback or suggestions from your players and volunteers, and to use that information to improve future events.