E-sports camp checklist: what to arrange and when

An e-sports camp needs more than gaming computers and a match schedule. You also need confirmed rooms, consent forms, dietary information, working accounts, stable network connections and a clear plan for arrivals, breaks and matches. Start with registration and participant details, then lock in the game format and schedule before testing every station. On the day, leave enough time for room setup, cable safety, check-in and last-minute updates.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm venue and rooms
Create the program and schedule for the day
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
Check consent forms
2 people
Assign escorts
2 people
Decide on the game choice and format
2 people
Write out the competition rules
Create teams and match schedule
2 people
Check game accounts and updates
2 people
Test network and equipment
3 people
Order catering
Do the shopping
2 people
Gather equipment and materials
3 people
Print badges and signage
Prepare participant list
Mark the room layout
2 people
Set up tables and chairs
4 people
Set up computers and screens
4 people
Connect the network
3 people
Securely tuck away cables
2 people
Set up catering and drinks
3 people
Set up registration and reception
2 people

Event

Receive participants
3 people
Explain the schedule and safety rules
2 people
Guide the teams to the game stations
3 people
Guide the practice round
4 people
Supervise races
6 people
Guide the breaks and lunch
4 people
Refill drinks
2 people
Serve snacks and dinner
4 people
Keep track of match scores
2 people
Assist with the finals
4 people
Handle prizes and closing
3 people
See participants off safely
3 people

Aftercare

Switch off and sort equipment
4 people
Clear tables and chairs
4 people
Collect and sort waste
2 people
Clean the rooms
3 people
Return equipment
3 people
Register lost and found items
Send participant photos and results

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 18
Chairsqty 45
Registration desk
Storage binsqty 8

Equipment

Gaming computersqty 32
Gaming monitorsqty 32
Keyboardsqty 32
Gaming miceqty 32
Gaming headsetsqty 32
Game controllersqty 8
Projector
Projection screen
Network Switchesqty 4
Roadblocksqty 2
Ethernet cablesqty 40
Power stripsqty 16
Extension cordsqty 12
Cable traysqty 10
USB chargersqty 8

Lighting

Desk lampsqty 8

Tableware

Reusable cupsqty 50
Platesqty 50
Bowlsqty 50
Cutlery setsqty 50

Kitchen

Coffee makerqty 2
Water jugsqty 4
Coolersqty 4
Serving plattersqty 8
Serving utensilsqty 8

Decorations

E-sports bannersqty 4
Name stickersqty 50
Directional signsqty 12
Markersqty 12
Prize boxesqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set
Cleaning clothsqty 12
Hand sanitizerqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before camp day. Use the final participant list to confirm dietary requirements, consent forms, escorts and team assignments rather than chasing missing information at check-in.
Finish the game choice, competition rules and match schedule at least 3 days ahead. This gives you time to balance teams, explain the format and print badges or signage before participants arrive.
Test every computer, monitor, keyboard, mouse, headset and controller at least 24 hours before the camp. Check game accounts, updates and network connections on the same day; an individual device test will not reveal a switch or cable problem.
Plan room setup from the match schedule, not just from the number of players. Leave a clearly marked registration area, storage for spare equipment and safe cable routes, with power strips and extension cords secured before players enter.
Order catering and prepare drinks using the confirmed headcount plus a small buffer. Set out water jugs, reusable cups and coolers before the first match, and schedule food breaks so teams know when they can leave their stations.

Frequently asked questions

How far in advance should I plan an e-sports camp?: Start planning at least 4 weeks before the camp. Set the registration deadline 7 days before the event, then use the final numbers to confirm catering, teams, escorts and room capacity.
When should I test the gaming equipment and network?: Complete a full test at least 24 hours before participants arrive. Check updates, accounts, monitors, peripherals, switches, Ethernet cables and power connections, then keep spare equipment available on the day.
How many computers do I need for an e-sports camp?: Plan one gaming computer and one complete control setup for each player in the largest simultaneous match. Add at least 1 spare station for equipment failure, unless the format uses fewer players at a time.
When should I create the e-sports camp match schedule?: Create the first schedule at least 3 days before camp day, after registrations and the game format are confirmed. Publish the final teams and match times with the participant information, then print a copy for the room.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.