E-sports tournament checklist

An e-sports tournament depends on more than players and gaming computers. You need a clear format, reliable power and network connections, a match schedule, working accounts, and enough people to keep registration and matches moving. Use this checklist to plan the tournament in the right order, from choosing the game and rules through equipment testing and event-day setup. The technical checks are worth doing early: a missing cable, overloaded socket or untested account can delay every match.

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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 the tournament format
2 people
Set the game and rules
2 people
Reserve venue
Check power supply
2 people
Test network connection
2 people
Draw up the match schedule
2 people
Create a registration form
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Register substitute players
Order prizes
Assign volunteers
2 people
Brief the presenter
2 people
Brief the referees
3 people
Record emergency contact
Arrange technical backup
2 people
Inventory equipment
2 people
Do the shopping
3 people
Set up equipment
3 people
Install competition software
2 people
Check account details
2 people
Test network connection
2 people
Print tournament signs
Open venue
2 people
Set up tables and chairs
4 people
Connect the computers
4 people
Connect the screens and consoles
3 people
Tape down cables securely
2 people
Set up registration desk
2 people
Set up catering
3 people
Hang decorations
2 people
Put up the tournament schedule
Carry out the final technical test
3 people
Staff briefing
8 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the tournament rules
2 people
Run the qualifying round
4 people
Process results
2 people
Refill drinks
2 people
Serve snacks
2 people
Announce break
Check equipment during the break
3 people
Guide the quarterfinals
4 people
Serve pizzas and snacks
3 people
Guide the semifinals
4 people
Support the audience activity
2 people
Prepare the finalists
2 people
Lead the final
4 people
Present the finale
Check the final standings
2 people
Present prizes
3 people
Take group photo
2 people
See off guests and manage departure
3 people

Aftercare

Collect waste
3 people
Switch off equipment
3 people
Pack computers and consoles
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Return equipment
2 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Registration desk
Bar stoolsqty 4

Equipment

Gaming computersqty 16
Gaming monitorsqty 16
Game consolesqty 4
Extra monitorsqty 2
Gaming keyboardsqty 16
Gaming miceqty 16
Gaming headsetsqty 20
Game controllersqty 8
Webcamsqty 2
Presentation screen
Projector
Projector screen
Laptopsqty 3
Wi-Fi router
Network Switchesqty 3
Ethernet cablesqty 24
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 4
Cable traysqty 12
Cable tiesqty 100
Gaffer tapeqty 6
USB hubsqty 8
HDMI cablesqty 12
Spare power suppliesqty 4
USB sticksqty 4
Speakersqty 2
Microphoneqty 2
Microphone standqty 2
Timerqty 2

Sports equipment

Tournament board
Scoreboardqty 2
Whistlesqty 4
Stopwatchesqty 4
Prizesqty 3
Medalsqty 20

Decorations

Event bannerqty 2
Directional signsqty 12
Name badgesqty 80
Tableclothsqty 18
Balloonsqty 100
Balloon pumpqty 2
Clothespinsqty 50

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 16
Serving traysqty 6

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Pliersqty 4
Serving spoonsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Lighting

LED lightsqty 8
Light cablesqty 4

Catering

Groceries

Tips

Set the format, game and rules before opening registration. State the number of players or teams, match length, tiebreakers and substitute-player rules so the schedule can be built from confirmed information.
Test the venue’s power supply and network connection at least 7 days before the tournament. Check every gaming station, network switch, router and cable under realistic load rather than relying on the venue’s normal Wi-Fi.
Close registrations early enough to create a usable match schedule. Check the participant list, record dietary requirements and confirm substitute players before invitations or final event information are sent.
Prepare technical backups before setup day. Keep spare power supplies, HDMI cables, USB hubs and USB sticks available, and install the competition software and verify account details on every device before players arrive.
Assign volunteers and brief the presenter and referees no later than 2 days before the event. Give each person a clear area of responsibility, including registration, match reporting, equipment issues and emergency contacts.

Frequently asked questions

How far in advance should I organise an e-sports tournament?: Start planning at least 6 to 8 weeks ahead if you need a venue, equipment and player registrations. Reserve the venue and confirm the game format first, then allow the final 7 days for network, power and equipment testing.
How many gaming computers do I need for an e-sports tournament?: You need one complete gaming setup for each player competing at the same time, plus at least 1 spare setup or replacement plan for technical failures. Count the monitor, keyboard, mouse, headset, network connection and power access as part of every station.
When should I test the network for an e-sports tournament?: Run an initial network test at least 7 days before the event and repeat it after the equipment is installed. Test the actual switches, Ethernet cables, router and gaming devices together, not just the venue’s internet connection.
How long before the tournament should registration close?: Close registration at least 3 to 5 days before the tournament if the format requires a fixed match schedule. Use that time to check the participant list, register substitutes, confirm dietary requirements and send the final schedule.

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.