Game tournament checklist: what to arrange and when

A game tournament needs more than consoles and a game. You need a clear format, confirmed players, working network connections, printed match information, and enough time for testing before the first round. Start with the venue, game, rules, and registration process, then move to equipment, catering, prizes, and staffing. This checklist covers the planning sequence and the event-day details that are easy to leave until the last minute.

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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
Choose the tournament game
2 people
Draw up tournament rules
2 people
Create the match schedule
2 people
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Order prizes
Assign volunteers
Check equipment
2 people
Test the networking plan
2 people
Update game software
2 people
Print participant list
Print match cards
Do the shopping
2 people
Chill drinks
Prepare catering
2 people
Open venue
2 people
Set up tables and chairs
3 people
Set up gaming stations
3 people
Connect the network
2 people
Test audio and video
2 people
Test the game and accounts
2 people
Set up registration desk
2 people
Set up catering
2 people
Hang decorations
2 people
Hang up instructions

Event

Receive participants
2 people
Register attendance
2 people
Explain the tournament rules
Start the competitions
2 people
Record race results
2 people
Resolve technical issues
2 people
Refill drinks
Restock snacks
Serve break snacks
2 people
Collect waste
Announce the final
Lead the final
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Shut down gaming stations
3 people
Pack equipment
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Take out the trash
2 people
Return equipment
2 people
Return borrowed items
2 people
Publish results

What to bring

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

Furniture

Tablesqty 10
Chairsqty 40
Registration desk
Waste binsqty 4

Equipment

Gaming consolesqty 8
Gaming monitorsqty 8
Game controllersqty 16
Tournament gameqty 8
Network switchqty 2
Ethernet cablesqty 16
Power stripsqty 10
Extension cordsqty 8
Laptopsqty 2
Printers
Presentation screen
Speakersqty 2
Microphone
Chargersqty 8

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Coffee cupsqty 30

Kitchen

Coolersqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Balloonsqty 40
Buntingqty 6
Prize table sign

Lighting

LED string lightsqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the tournament. Use the final participant count to prepare the match schedule, print participant lists and match cards, and confirm dietary requirements.
Test the full network setup at least 3 days before the event, including the network switch, Ethernet cables, power strips, consoles or laptops, game accounts, and the tournament game. Do not wait until players are arriving to update software.
Allow at least 90 minutes before the first match for venue access, tables and chairs, gaming stations, network connections, audio and video, and the registration desk. Run one complete test match during this setup window.
Prepare the first hour of refreshments before doors open: chill drinks, set out reusable cups, plates and cutlery, and have catering ready. Plan roughly 2 to 3 drinks per person for the first hour, then adjust for the event length.
Assign volunteers to specific jobs rather than asking for general help. One person can manage registration and match cards, another can monitor stations and controllers, and another can handle drinks, catering, and waste bins.

Frequently asked questions

How far in advance should I plan a game tournament?: Reserve the venue and choose the tournament game at least 4 weeks ahead. Open registration early enough to leave 7 days for processing entries, confirming participants, and creating the final match schedule.
How many gaming stations do I need for a tournament?: For a single-player bracket, plan one station per active match plus at least 1 spare controller and charging option. For team matches, count the players or teams in the largest simultaneous round and test every station before opening.
When should I test the tournament network?: Test the complete networking plan at least 3 days before the event, then repeat the test during the 90-minute setup period on the day itself. Check cables, switches, power, software versions, game accounts, and one full match.
What should I print for a game tournament?: Print the participant list and match cards after registration closes and the schedule is final, ideally 1 day before the event. Keep extra copies at the registration desk so a lost card does not delay a round.

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.