E-sports tournament checklist: what to arrange and when

An e-sports tournament depends on more than game stations and a bracket. You need to lock the format, registration process, network setup, officials, catering, and prizes in the right order. This checklist takes you from confirming the date and venue to connecting computers and opening the doors. Use it to spot the details that are easy to leave until the last day, especially cables, spare controllers, participant information, and a tested match schedule.

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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 tournament date
Reserve venue
Define the game and rules
2 people
Confirm tournament format
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
2 people
Create the match schedule
2 people
Order prizes and medals
Order catering
Reserve technical equipment
Check game setups
2 people
Develop the networking plan
2 people
Schedule volunteers
Brief the competition officials
3 people
Send participant letter
Do the shopping
2 people
Collect prizes and materials
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up gaming stations
4 people
Connect the computers
4 people
Connect the network
3 people
Install games and updates
3 people
Run a technical test
3 people
Lay out contest cards
2 people
Set up registration desk
2 people
Set out catering and tableware
2 people

Event

Receive participants
3 people
Register attendance
2 people
Give the opening briefing
2 people
Supervise the first matches
4 people
Serve drinks and snacks
2 people
Process competition results
2 people
Refill drinks
2 people
Resolve technical issues
2 people
Publish interim results
Assist with the finals
4 people
Handle prize ceremony
3 people
Check out participants
2 people

Aftercare

Switch off equipment
3 people
Dismantle equipment
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Put furniture back
4 people
Return borrowed items
2 people
Register lost and found items
Publish results
Thank participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Registration desk
Waste binsqty 6

Equipment

Gaming PCsqty 16
Gaming monitorsqty 16
Gaming keyboardsqty 16
Gaming miceqty 16
Gaming headsetsqty 16
Webcam
Projector
Projection screen
Network Switchesqty 2
Wi-Fi router
Ethernet cablesqty 24
Extension cordsqty 12
Power stripsqty 16
Backup controllersqty 4
USB sticksqty 4
Printer
Printer paper

Lighting

LED lightsqty 6

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 30
Serving traysqty 4

Catering

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 4
Groceries

Decorations

Tournament bannersqty 4
Round table numbersqty 16
Name badgesqty 40
Pensqty 30

Sports equipment

Medalsqty 12
Cupsqty 3
Match cardsqty 40
Clipboard foldersqty 4

Tips

Confirm the game, rules, and tournament format before opening registration. Players need to know the game, team size, match structure, and tie-break rules when they sign up.
Test every gaming station before participants arrive, including PCs, monitors, keyboards, mice, headsets, network switches, and Ethernet cables. Keep backup controllers, USB sticks, and spare power strips ready rather than waiting for a fault.
Build the match schedule only after registrations are checked and dietary requirements are collected. Leave enough time between rounds for results, technical issues, and players finding their next station.
Brief competition officials and volunteers before doors open. Give them a printed participant list, match schedule, clear responsibilities, and a registration desk that is separate from the gaming area.
Arrange food, chilled drinks, cups, plates, and serving equipment early enough to check quantities. Water jugs, coolers, and thermos flasks are easy to overlook when attention is focused on the tournament setup.

Frequently asked questions

How far in advance should I organise an e-sports tournament?: Start planning at least 8 to 12 weeks before the tournament. Confirm the date and venue first, then allow time for registrations, equipment checks, catering, prizes, officials, and the final match schedule.
How many gaming stations do I need for an e-sports tournament?: Base the number on your format and expected concurrent matches, then add at least 1 or 2 tested backup setups where possible. Every station should be checked with the same game, network connection, peripherals, and power arrangement before event day.
When should I send the participant letter?: Send it 5 to 7 days before the tournament, after the participant list and schedule have been checked. Include arrival time, venue details, rules, match format, registration instructions, and what players should bring.
What should I test the day before an e-sports tournament?: Test every computer, monitor, keyboard, mouse, headset, Ethernet cable, network switch, projector, and power strip at least 24 hours beforehand. Print the schedule and participant list, charge or prepare backup equipment, and confirm that catering and prizes have arrived.

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.