First, a few questions. Archers and arrows. Are they allowed on the field? Some places have rules prohibiting projectile weapons, and an event like this may very easily be one of them. Tournaments. Will there be any? I would love to make a show of this. Outside food and drink. Can I bring it? Events like this often have majorly overpriced food and most of my budget is going to be in getting there from Utah.
Second, my offerings to the event. Can do weapons checks, be a harold, and teach noob classes. Let me know what needs doing and I will get it done.
Third, a few suggestions. From my understanding, this event sounds kinda large from the gamer's side of things. Will they inevitably see us or will our presence be hear-say? I suggest printing a few cheap fliers out to post in the rooms where people will be playing Magic to let them know We are there and they are welcome. Also on the subject of walk-ons, as host you will want to have a rather large stock pile of loaner weapons on hand for those who are interested. Finally, who was at Chaos Wars XIV? Remember Chaos Ball? Heck yeah. We are on a football field. Some games of Chaos Ball, Blood of heroes, Capture the flag, etc are going to be perfectly set up. Also consider bringing rope or something to change up the field for some games. IE Make a river in the center of the field that can only be crossed by a bridge. Castle defense battles. Things like that. Don't make it an Amtguard event, but add some flair for those who it might bring in.
That is all... for now.
Kelik