So organizing a day at an airsoft venue for your group of friends or family members involves a bit more than picking a date in the calendar. First you have to check out the terms and conditions of their booking policy (i.e. what exactly do you get for your money?) then you can compare like with like across different venues. Booking in advance is good practice, but it's also important to check the fine print so that you don't get caught out by hidden charges or unexpected restrictions on your day.
Read the terms before you choose a date
Check the booking conditions for a venue before choosing a date. What does your payment for a booking of an airsoft rental day include? Are there any extras such as ammunition, consumables, food, and do you have to pay for parking? Also check what happens if your group size changes. Does a booking include a deposit that can be transferred to an alternative date.
Also check out the club's cancellation policy. Groups change, people can drop out at short notice through circumstances beyond their control. It's best to check out whether a deposit can be transferred to an alternative date, whether a individual booking holder can be replaced by another and at what stage a club is required to find out final numbers for a session. Write down the club's terms and conditions and get them to confirm in writing.
Venue requirements can change at any time. This is why we require you to check the current official government guidelines for local restrictions etc. as well as the field's specific requirements for age limits, kina screening etc. for your question.
Match rental equipment to the group
While a fully equipped rental package is very convenient for first time players, for regular players with their own suitable gear, a simple low cost entry option to the game is what they are looking for. They would need to check if they can bring their own equipment and that it meets the site's safety requirements.
It's also worth asking what equipment is included in a rental package and checking that it includes the basic items (such as the gun, magazines, etc.) and also eye/face protection. Different packages can contain different amounts of gear, so make sure you understand what you'll be getting before you book. Also, check what would happen if the hired equipment broke, and if the venue would be able to provide you with any alternative gear for the remainder of your session.
While booking the largest rental equipment package for your players might seem like the best option at first, keep in mind that a lot of people already own their own airsoft guns and other required pieces of equipment. Depending on your group, you might be able to book a cheaper entry option, while still having a great time on the airfield. Also make sure that your players can use their own equipment on the field, and that the venue agrees to this and has the necessary safety equipment for your players.
Check how group bookings are managed
Work out how you are going to pay for the group. Find out if one person has to pay for the whole group or if everyone can pay for themselves. Find out what the payment terms are for the day. Does the field assign you to play with certain people, will you be playing as a group, or could you end up playing in separate games.
Late arrivals and no-shows are usually considered to be the responsibility of the person who booked the session and late arrivals may not be able to participate fully in the safety briefing. In addition late arrivals and no-shows are often counted as part of the overall number of people that the field has to allow for and late cancellations can still incur full charges for late cancelling.
For Workplace Events, Club Events and Birthday Events, specify a single organiser and a single alternative contact for the venue to contact. Make sure to inform the venue of both the organiser's contact details and the group's contact details for the event in a single message to the group, listing all the necessary information for them to read such as arrival time and date, what to wear, what to bring, payment details and what to do in case of a problem etc.
Turn venue rules into a useful player briefing
Instead of just passing on the lengthy list of rules of the airsoft field, make a useful player briefing by selecting the parts of the rules that relate to preparation. This would include the type of clothing, shoes, goggles etc. that are allowed, the prohibited actions and areas on the field, and what to do in case of problems with other players.
Add that the participants' airsoft equipment can only be handled at venues where this is allowed, and describe how the replicas should be held and the magazines loaded/unloaded when outside of the designated play areas. Only allow short cuts and modifications to the rules that are described in the field's safety instructions, and that can be implemented safely.
Make sure the group know that on the day of the event, the safety instructions of the marshals have to be followed above all other rules. What may seem like obvious rules at your local site, may differ greatly at other sites. It's also worth remembering that some of your group may contain minors, or complete newbies to the game and you should check with the site for any additional consents or supervision that may be required for them.
Compare the venue beyond the headline package
When booking Airsoft for your event or group function, remember that two seemingly similar deals can provide vastly different experiences for your guests and party. Consider the following factors with regard to the basic venue deal: arrival and parking, transport to and from the venue, changes to the scheduled event, food/drink policies for the venue, weather policies for the venue, and the distance from safe areas to play areas.
Do they have a back-up plan for poor weather, temporary closure of parts of the venue, shortage of equipment for rental? What additional items for personal use will be needed (e.g. snacks, water, cameras, radios)? Are there any restrictions on taking films of other players?
When reading reviews remember that one person having a great day does not necessarily mean that the venue's rental stock is of good quality or that the booking terms are clear. Try to give more weight to information that you can confirm with the venue.
Avoid the mistakes that derail good plans
Book only confirmed players to ensure that the number of people booking is the same as the number of people that will turn up. Check with the airsoft field what will happen if your group number reduces before the day. It's also wise to set a day for your group to confirm with each other.
Another mistake is to assume that every person who signs up for an event is going to be ready to go on the day. Remember to send out a list of required items and answer any questions they may have prior to the event. This is especially true for people with mobility, medical or other sensory needs. Make sure that the event field can accommodate them prior to signing up the whole group.
Be sure to have all of your group's confirmation, payment records and correspondence with the airsoft field in one place. Check back with the airsoft venue for any last minute updates on their requirements prior to your airsoft game and remember the goal of good airsoft event planning is to take away as many unknowns as possible to allow players to have a safe, enjoyable and respectable game.
