Hosting an Extra Life Magic: The Gathering Event

Written by Daniel Crabtree

“My Experience and Lessons Learned”

Magic: The Gathering has always been a passion of mine, but getting to use that passion for a good cause? That’s something truly special. Last year, I had the privilege of organizing an Extra Life MTG charity event, bringing my local community together to play Magic and raise funds for Children’s Miracle Network Hospitals. If you’ve ever thought about running a charity Magic event, I hope my experience can help inspire you to take the leap!

Event Details

📍 Location: Changing Hands Book Shoppe, Joplin, MO

📅 Date & Time: Saturday, November 2nd, 3:00 PM CST

Changing Hands Book Shoppe was the perfect venue for the event—offering a welcoming and cozy space that encouraged both competitive and casual players to come together for a great cause.

The Planning Phase

Choosing the Right Event Format

Every Magic community is different, so picking the right format was key. In my area, Pauper is very “paupular,” so it was the natural choice. I wanted something casual and social, but still competitive enough to encourage participation. If you’re planning an event, take a poll or ask your local game store (LGS) what format would get the most players excited to join.

Finding a Venue & Volunteers

I was fortunate to secure a free space at Changing Hands Book Shoppe, which made a huge difference in keeping costs low. If you can, try to find a venue that’s willing to host for free—community centers, gaming stores, or even local businesses with extra space can be great options.

Also, let me emphasize this: you can’t do it alone! I had a small crew of amazing volunteers who helped with setup, running pairings, handling donations, and making sure everything ran smoothly. Having extra hands-on deck makes a world of difference.

Picking the Right Date

Timing is everything. I made sure our event didn’t overlap with local tournaments or major Magic events like MagicCon. I wanted to maximize attendance, so I checked with my LGS and online communities to find a weekend that worked for the most people.

Spreading the Word

Advertising was a mix of social media posts, flyers at local game stores, and word of mouth. I also reached out to my local Extra Life hospital contact, which helped connect us to a larger network of supporters. If you’re organizing an event, don’t be shy—hype it up!

Fundraising & Prize Support

Setting a Realistic Goal

I set a $1,000 fundraising goal (we ended up raising $2,411), figuring it was an achievable first-year benchmark. It’s important to set a goal that feels reachable while still pushing you to do your best.

Donations: Big & Small

I started fundraising by reaching out to my own circle—friends, family, and fellow Magic players. Even small $5 donations add up quickly, so never underestimate the power of micro-giving!

To encourage donations, I asked local game stores and players for prize donations. Some shops were willing to contribute store credit or packs, and even a few individual players pitched in with cool cards for the prize pool.

I also contacted larger brands like Ultimate Guard and BCW Supplies to ask for donations. Not every company responded, but some did! My advice? Cast a wide net and start early—shipping and approval processes can take months.

Making Donations Fun

Grab Bags

One of my favorite fundraising strategies was the grab bag system:

$10 grab bag – Players picked a card with a mystery prize. The prize’s value was close to (or slightly above) the donation amount.

$50 grab bag – Higher-value prizes with a few “chase” items mixed in for extra excitement.

This setup let donors feel like they were getting something fun while still supporting the cause!

Silent Auction

I also experimented with a silent auction for higher-value items. It worked well, but next time I might try a different structure—perhaps a raffle or live auction instead. The key takeaway? Don’t be afraid to experiment!

Prizes & Trophies

I wanted to reward the Top 8, but since this was a charity event, cash prizes weren’t an option. Instead, I gathered donated products and store credit to build a prize pool. Players were completely understanding—it’s for charity, after all!

The biggest surprise? A small $10 trophy I had made for the event became the most coveted prize of all! Never underestimate the power of bragging rights.

Lessons Learned

Be ready to accept cash donations. Some donors prefer cash, but Extra Life donations often go through online portals. Check out this link for how to handle offline donations!

Some LGSs and participants ask for tax gift receipts. If your venue wants one, they need to contact the local hospital. If you donor wants a receipt, they will get one emailed to them if they donate online. Cash or other offline donations will have to contact support@extra-life.org.

Start early! If you’re requesting product donations, companies can take months to respond and ship items. I recommend starting at least four months in advance.

You can also fundraise beyond the event! I encouraged friends and family to donate even if they couldn’t attend, which helped push us past our goal.

Final Thoughts

This event was a huge success—not just in funds raised, but in bringing our Magic community together for a great cause. It was rewarding, fun, and I can’t wait to do it again this year! If you’re thinking about hosting your own Extra Life Magic event, go for it. The effort is well worth it, and you’ll be amazed at how supportive the community can be. Together, we can make a difference—one game at a time. 🧡