Game jam checklist: what to arrange and when

A game jam needs more than a room, laptops, and a theme. You need a clear registration process, balanced teams, working software, reliable power and network access, and judges who know how entries will be assessed. Start venue and date planning early, then move from participant details to equipment and room setup. This checklist covers the practical steps that are easy to overlook, especially chargers, dietary requirements, team assignments, judging materials, and the final technical check.

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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

Reserve venue
Confirm date and theme
2 people
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the participant list
Prepare team assignments
2 people
Assign judges
Order prizes
Create the program
2 people
Write out the game rules
2 people
Create the evaluation form
Send participant information
Request technical requirements
Order catering
Do the shopping
2 people
Collect prizes
Collect materials
2 people
Check laptop chargers
2 people
Set up game software
2 people
Check the venue
2 people
Set up tables
3 people
Set out chairs
2 people
Distribute power outlets
2 people
Test Wi‑Fi
2 people
Connect the projector
2 people
Set up the presentation area
2 people
Set up the registration desk
2 people
Lay out name badges
Chill drinks
2 people
Prepare snacks
3 people

Event

Register participants
3 people
Assign teams
2 people
Opening and briefing
2 people
Announce the theme
Get teams started on the tasks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve dinner
4 people
Lead the intermission
2 people
Provide technical support
2 people
Test presentations
2 people
Give the jury briefing
Present games
3 people
Collect judging forms
2 people
Announce the winners
2 people
Present prizes
2 people

Aftercare

Clear away food and drinks
3 people
Switch off equipment
2 people
Collect materials
3 people
Clear tables and chairs
3 people
Separate waste
2 people
Wash dishes
2 people
Clean the room
3 people
Return borrowed items
2 people
Hand over the venue
2 people
Secure photos and files
Thank participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 36
Registration desk
Judges' table

Equipment

Projector
Projection screen
Laptopsqty 18
Laptop chargersqty 18
Computer miceqty 18
Keyboardsqty 18
Headphonesqty 18
Power stripsqty 12
Extension cordsqty 12
Network cablesqty 12
Wi-Fi router
HDMI cablesqty 3
USB sticksqty 6
Speakersqty 2
Microphone

Kitchen

Coolersqty 3
Thermos flasksqty 3
Coffee machinesqty 2

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Scissorsqty 6
Serving plattersqty 8

Decorations

Name badge holdersqty 40
Whiteboardqty 2
Flip chart
Markersqty 24
A4 paperqty 250
Sticky notesqty 12
Tapeqty 6
Prize trophiesqty 3

Lighting

Desk lampsqty 10

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop set

Catering

Groceries

Tips

Reserve the venue and confirm the date and theme before opening registration. Aim to have the room booked at least 6–8 weeks ahead so you can plan tables, power outlets, Wi-Fi, projection, and catering around the actual space.
Close registrations early enough to build teams properly. Set a deadline 7–10 days before the jam, then use the final participant list to assign teams, check dietary requirements, and send complete participant information.
Test the full technical setup before participants arrive. Check every laptop charger, install the game software, test the projector and HDMI cables, and verify that the Wi-Fi router, network cables, power strips, and extension cords reach every work area.
Give judges the evaluation form and rules before the event starts. A short briefing 30–60 minutes before judging helps them apply the same criteria and prevents teams from discovering submission requirements at the last minute.
Set up registration, team workspaces, judging, and catering as separate zones. Put name badge holders and the participant list at the registration desk, keep coffee and food away from laptops, and leave enough table space for keyboards, mice, headphones, and chargers.

Frequently asked questions

How far in advance should I organise a game jam?: Book the venue and confirm the date and theme 6–8 weeks in advance. Open registration once the basic schedule, technical requirements, and participation limit are clear, then close it 7–10 days before the event.
What should I check before a game jam starts?: Check the venue, tables, chairs, power distribution, Wi-Fi, software, projector, sound, and every charger before participants arrive. Allow at least 2 hours for setup and a final technical test on the same day.
When should I assign game jam teams?: Assign teams after registration closes and dietary requirements have been collected, usually 5–7 days before the jam. Send the team list and participant information early enough for people to ask questions before arrival.
How much food and drink do I need for a game jam?: Plan one main meal and at least two snack or drink moments for a full-day jam. For the first hour, allow roughly 2–3 drinks per person, then keep water, coffee, tea, cups, plates, and cutlery available throughout the programme.

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