How to organise and host a wargaming event

Thinking about hosting your own wargaming event? Whether it’s a casual narrative campaign or a full-blown Warhammer 40K tournament, putting together a successful event takes some planning but it’s so worth it! A wargaming event is one of the most rewarding things you can do for your local gaming community and a little bit of preparation can go a long way. Here's a practical guide to help you get started.

1. Start with your event type

Before booking venues or building terrain, decide what kind of event you want to host. Are you aiming for a competitive 40K tournament? A narrative Crusade weekend? A beginner-friendly intro day?

Each type of event comes with different expectations. A competitive event might focus on matched play, painted armies and strict time limits. On the other hand, a narrative event could emphasise storytelling, relaxed rules and more creative conversions.

Be clear about your goals from the start - it helps set the tone and lets players know what to expect.

2. Choose the right venue

The size of your event will dictate where you host it. For smaller gatherings, a local gaming store might be perfect. More often than not, tables, terrain and refreshments are already sorted. For larger events, consider renting a community hall or function room but keep in mind you’ll need to provide your own tables and terrain which adds time and effort to the preparation. It’s worth doing a walkthrough and imagining the flow of players and games on the day.

3. Plan your format and schedule

Create a clear event pack that lays out the details and manages expectations. This could include:

• Points limit

• Game format 

• Number of rounds and time per round

• Army building rules or restrictions

• Painting requirements

• Sportsmanship and code of conduct

• How pairings and scoring will work

Set clear start and finish times, with lunch and short breaks between games. Keeping things on schedule helps everyone enjoy the day without feeling rushed or worn out.

4. Get your terrain and tables ready

Every table should be balanced and thematic. Top tip: try to keep terrain layouts fairly consistent to ensure fairness across rounds.

If you’re short on scenery, ask local players to contribute or consider running a terrain-building day beforehand. This can be a fun way to get the community involved before the main event and for players to meet.

5. Promote and register

Use social media, gaming forums, Discord and local stores to promote your event. It’s also a good idea to make the sign-up process easy - Google Forms, Eventbrite or even a Facebook event with RSVP options can work.

Keep a list of attendees and consider asking for a small entry fee to help cover costs and fund prizes - even modest prize support can add that extra edge and hype.

6. Running the event

On the day, arrive early to set up tables, welcome players and handle any last-minute issues. Be ready to act as the Tournament Organiser or referee for any rule disputes - keep a rulebook and the latest FAQs handy. So long as all the preparation has been handled, the day should run smoothly and go as planned.

Hosting a tabletop wargaming event takes effort, but it’s incredibly rewarding. Whether it’s a day of epic 40K battles or a weekend-long campaign, your event could become a cornerstone of your local community. With planning, communication and a love for the hobby, you’ll create something players talk about long after the last dice have been rolled.

Need advice or conversion bits before the big day? Drop us a message and we’d be happy to provide any insight we might have.