E-sports tournament checklist: plan it in the right order

An e-sports tournament depends on more than gaming PCs and a bracket. You need a fixed format, reliable network, clear match rules, trained referees and a stream setup that has been tested before players arrive. This checklist takes you from the first planning decisions through registration, equipment checks and event-day coordination. Use it to spot the details that are often arranged too late, such as participant information, backup controllers and enough power and network connections.

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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

Set tournament date
Check venue capacity
Determine the tournament format
2 people
Draw up the competition rules
2 people
Set the prize schedule
Create registration form
Send invitations
2 people
Publish the promo message
Process registrations
2 people
Confirm participants
Collect dietary requirements
Recruit volunteers
2 people
Assign the race director
Assign referees
Assemble the stream team
Record emergency contact
Calculate catering quantities
2 people
Order catering groceries
Order prizes
Reserve equipment
Create a network plan
2 people
Create floor plan
Create the match schedule
2 people
Send participant information
Run a technical test
3 people
Publish team assignments
Pick up groceries
2 people
Check the equipment
2 people
Set out prizes
Print registration lists

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up gaming stations
4 people
Connect the computers
4 people
Connect the network
3 people
Test screens
2 people
Test audio
2 people
Test stream connection
2 people
Set up catering
3 people
Set up registration desk
2 people
Conduct team briefing
6 people
Receive participants
3 people
Register attendance
2 people
Hand out team cards
2 people
Give the opening briefing
2 people
Start the first matches
4 people
Supervise races
4 people
Record results
2 people
Moderate the stream
2 people
Provide commentary
2 people
Inform the audience
Chill drinks
2 people
Prepare snacks
3 people
Serving food
3 people
Refill drinks
2 people
Collect waste
2 people
Announce breaks
Resolve technical issues
3 people
Announce finalists
Lead the final
4 people
Check the winners
2 people
Present prizes
2 people
Announce the closing
Check out participants
2 people

Aftercare

Switch off equipment
3 people
Disconnect computers
3 people
Pack network equipment
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Take out the trash
2 people
Return equipment
2 people
Store leftover catering
2 people
Check deposit and loan items
Publish results online
Send a thank-you gift to participants
Transfer prize money
Archive the stream recording
Archive photos and videos
Collect invoices
Confirm loan

What to bring

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

Furniture

Tablesqty 24
Chairsqty 110
Registration desk
Bar stoolsqty 4

Equipment

Gaming computersqty 24
Gaming monitorsqty 24
Gaming keyboardsqty 24
Gaming miceqty 24
Gaming headsetsqty 24
Webcamsqty 4
Presentation laptop
Stream laptopqty 2
Capture cardsqty 2
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Extension cordsqty 30
Power stripsqty 30
Network Switchesqty 4
Network cablesqty 40
Wi-Fi routersqty 2
Cable reelsqty 4
USB sticksqty 6
Backup controllersqty 6
Power banksqty 6

Sports equipment

Tournament bannersqty 4
Team table numbersqty 24
Game clocksqty 4
Scoreboardsqty 2
Prizesqty 3
Medalsqty 24
Certificatesqty 30
Wristbandsqty 130
Pensqty 30
Clipboardsqty 6
Competition formsqty 100
Rule cardsqty 130
Traffic conesqty 12
Barrier tapeqty 4

Lighting

LED light barsqty 8
Desk lampsqty 6
Spare batteriesqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Knivesqty 6
Pliersqty 4
Storage binsqty 12
Ice packsqty 24

Cleaning

Waste binsqty 10
Vacuum cleanersqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Choose the tournament format and competition rules before opening registration. Players need to know the game, match structure, scoring, tie-breakers and expected schedule before they sign up.
Build the network and floor plan around the number of gaming stations, not the room’s empty floor area. Test every switch, network cable, router, power strip and extension cord with all stations connected at least 24 hours before the tournament.
Send confirmed participants their arrival time, registration location, rules, match schedule and what they need to bring no later than 3 days before the event. This reduces queues and prevents repeated questions on tournament day.
Assign referees, volunteers and the race director before publishing the final schedule. Plan at least 1 responsible person per active match area, plus a separate stream team if matches are broadcast.
Prepare failures as part of the setup: keep backup controllers, USB sticks and power banks ready, label team tables, and leave spare time for technical fixes. A 30-minute buffer before the first match is useful for late arrivals and last-minute equipment changes.

Frequently asked questions

How far in advance should I organise an e-sports tournament?: Start planning at least 8 to 12 weeks ahead if you need a venue, equipment, referees and prizes. Open registration only after the format, rules, capacity and basic equipment availability are confirmed.
How many gaming computers do I need for an e-sports tournament?: Plan one gaming computer and monitor for each player who competes simultaneously, then add 1 or 2 backup stations if the budget and venue allow. For example, a 5-v-5 tournament needs 10 active stations for one match, before adding substitutes or a practice area.
When should I test the network for an e-sports tournament?: Run a full technical test at least 24 hours before the event and repeat the connection check on the morning itself. Test the switches, cables, routers, game servers, streaming equipment and power load with the expected number of stations connected.
When should participants receive the tournament schedule?: Send the confirmed schedule and participant information 3 to 7 days before the tournament. Include check-in time, venue instructions, rules, match times, dietary information deadline and the contact person for urgent questions.

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.