Running Public Events as a Fan Franchise

Public events are the reason most franchises exist, and they're where the most can go wrong. This guide is the operational playbook — what to confirm before you say yes, what you bring, how you staff it, and how you leave the venue better than you found it.

Before you say yes

When an event request comes in, get the following in writing before committing:

• Date, time, and location. Specific street address, indoor or outdoor, parking arrangements.
• Expected audience. Number of people, age range, whether children are the primary audience.
• What you're being asked to do. Photo ops, a booth, a parade, a presentation, a meet-and-greet?
• Duration. How many hours. Plan your cooldown breaks around this.
• Compensation arrangement. Most fan-franchise appearances are unpaid. If money is offered, it should flow to your charity, not to individual members.
• Insurance requirements. Does the venue want a certificate of insurance? See the insurance basics guide.
• Photography and press. Will press be there? Will event photographers distribute images? Will you need media releases?

If the requester is vague on any of these, nail it down in writing before committing.

Events to say no to

Not every request is a good fit. Decline, politely:

• Commercial promotions where a business wants you as advertising.
• Events that conflict with your values or charity (a franchise supporting a children's hospital should not appear at a political rally).
• Events you can't staff properly — an event without at least two vetted members should not happen.
• Events where the venue refuses to meet your insurance or safeguarding requirements.
• Private parties for children you don't know. If a parent wants you at their kid's birthday, that's a different kind of request than a library appearance, and most franchises just don't take them.

The event lead

One member owns every event. They:

• Are the single point of contact with the venue.
• Confirm the event sign-up list one week out.
• Coordinate carpooling, load-in time, and parking.
• Bring the event kit.
• Handle day-of communications with the venue.
• Write a short debrief afterward.

Rotate this role across members so no one burns out.

The event kit

A basic event kit that lives in a tote bag:

• Franchise banner and table cover.
• Charity donation sign (QR code, URL, "not tax-deductible" language if applicable).
• Hand sanitizer and wipes.
• A small first-aid kit.
• A portable battery for charging phones and props.
• Masking tape and gaff tape.
• A clipboard with a sign-in sheet for members at the event.
• Name tags.
• Small franchise giveaways (stickers, bookmarks) — without Ghostbusters IP on them.
• Your certificate of insurance and contact info for your insurance broker.

Test the kit before every event — it is remarkable how often the tape runs out or the battery is dead.

Staffing

• Two-deep minimum for any public-facing event, per the safeguarding policy.
• Name who's in charge of what: lead, photos-with-public, charity bucket, social media capture, pack-out.
• Have a written cool-down rotation. Costumed members need breaks — proton packs are heavy, suits are hot.
• Never let a member in costume attend an event alone, even for a "quick drop-by".

On the day

• Arrive early. Load-in is always twice as long as you think.
• Walk the venue for hazards before the public arrives.
• Introduce yourselves to venue staff.
• Brief every member on the plan: photo rules, donation pitch, two-deep pairs, where the breaks happen.
• Keep food and drink in a designated spot, not on display.
• Respect ADA accessibility at all times.
• Talk to the parents, not just the kids.

After the event

• Thank the venue in writing within 48 hours.
• Post one or two approved photos to socials.
• Record the total raised for charity and send the charity a note.
• Debrief with the members who attended: what worked, what didn't, what to change.
• Update your internal event log.

When something goes wrong

• Injury. Stop the activity, notify the venue, document what happened in writing with all witnesses. Notify your insurance broker the same day.
• Member conflict. Pull aside, resolve privately. Do not do this in front of the public.
• Parent complaint. Listen fully, don't debate, apologize if warranted, document.
• Property damage. Notify venue staff, take photos, exchange contact info, notify your insurance broker.
• Media request on the spot. Refer to the event lead or to the franchise's designated press contact. Don't wing it — see the social media and press guide.

The goal at every event is the same: the public had fun, the charity got money, and everyone went home safe. If those three things are true, the event worked.