Due diligence, in regards to LARP, is a concept where game designers designers, organizers, and staff of an event ensure that they have taken all of reasonable steps in order to satisfy a legal requirement.
In this instance we are speaking about ensuring that your event, game, or gathering happens within a certain set of guidelines for your local area. While we at The Imagine Nation Collective are not lawyers, nor are we providing legal advice, we are offering a series of questions that every game should answer in regards to their event before moving forward.
As articles, links, and references are found to assist for each of these questions we will provide interior or exterior links to articles, reports, and guidelines based on how details relate to specific geographic locations and the potential degree of relevance. The Imagine Nation Collective, nor any of its individual members, are responsible for the legal validity and accuracy of outside posts and quoted information. Information gathered and provided by The Imagine Nation Collective and its members is not intended to be legal advice, but instead should be used as an academic research and reference tool in regards to the Live Action Role Playing community.
1. What is the scale of the event you are going to host, and, what is your intent in regards to financing and provisions of that event group?
2. What liability am I undertaking as the individual organizing an event?
a. Liability laws change based on your country, region, and nature of the event you are hosting. Weight of responsibility changes from territory to territory around the world. Unless you understand the exactly nature of the liability you are undertaking for an event, please do not continue forward.
b. What steps can be taken to reduce the personal liability of game and event hosts, and, what protection can organization and business registration provide?
3. What local and federal level legal responsibilities and guidelines do I have follow to ensure that my operation does not break any laws?
a. Review local laws pertaining to the definition of a business, potential taxes, contract requirements, employment laws, copy right use, intellectual property rights, and restrictions in regards to using trademark protected materials.
b. Review definition of copyright protection, publication, and libel in regards to any internet or traditionally published materials you release.
c. Review licenses and laws for liquor, food, and item sales.
4. What insurance and business registration, if any, am I responsible for in regards to the location and nature of the event I am hosting?
a. In the instance that there is a transfer of funds from attendees to hosting parties, there is the question of registering a business for transactions.
b. If your event group is hosting events where contracts are signed for site rental, what individuals or organizations are accountable for details of those contracts?
5. What requirements do I have in regards to staff to attendee communication?
a. Have I disclosed to the general public the focus of my event, and if my event is designed to be a ‘For Profit’, ‘Not for Profit’, ‘Non Profit’, or ‘Private Social Event’.
b. Have I disclosed to the general public the nature of the event content?
c. Have I disclosed any potential trigger, uncomfortable, or controversial materials that my event group may touch upon?
d. Have I disclosed the physicality of my event group, and, what degree of physical response is required to participate?
e. Have I disclosed the materials that attendees will be required to know and/or provide for themselves?
f. Have I disclosed instructions and guidelines for materials that event attendees may have to purchase or produce specific to this event?
6. What materials have I provided to my community?
a. What genre materials are you providing to ensure that the attendees get an experience as close to what was advertised to them?
b. What age brackets is your event focused on, and, what specific details of your event makes it less appropriate (or untenable) by individuals of different age categories?
c. What community tools and communication sources have I provided, and, how will I monitor these community tools?