Gaming night checklist: what to arrange and when

A gaming night runs smoothly when the tournament plan, equipment and network are ready before guests arrive. Start by confirming the venue and date, then collect registrations and dietary requirements while you choose the games and formats. In the final days, test every connection, check controllers and headsets, and prepare the schedule. On the day, allow time to build and label each gaming station, explain the rules and supervise the first round.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm location and date
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Choose games and game formats
2 people
Set up the tournament schedule
2 people
Test network connection
2 people
Check the equipment
2 people
Confirm reservations
Do the shopping
2 people
Chill drinks
2 people
Set up tables and chairs
4 people
Build gaming stations
4 people
Connect and label cables
3 people
Set up and test the games
3 people
Hang up tournament signs
2 people
Hang decorations
2 people
Set up the buffet and drinks table
2 people
Prepare snacks
3 people
Set up the reception desk

Event

Receive participants
3 people
Explain the rules
2 people
Guide participants to stations
2 people
Supervise the first round
3 people
Serve snacks
2 people
Refill drinks
2 people
Supervise the second round
3 people
Serve pizza and snacks
3 people
Assist with the finals
3 people
Present prizes
2 people
Handle the final round of drinks
2 people

Aftercare

Shut down gaming stations
4 people
Pack equipment
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Return equipment
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 44

Equipment

Gaming computersqty 12
Monitorsqty 12
Game consolesqty 6
Game controllersqty 24
Gaming keyboardsqty 12
Gaming miceqty 12
Gaming headsetsqty 12
Network Switchesqty 6
Router
Projector
Projection screen
Power stripsqty 14
Extension cordsqty 12
Network cablesqty 30
Cable tiesqty 100
Spare batteriesqty 24

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 4
Cutting boardsqty 2
Knivesqty 4

Decorations

Tableclothsqty 10
Buntingqty 4
Balloonsqty 40
Name badgesqty 50

Lighting

Atmosphere lightsqty 6

Cleaning

Vacuum cleaner
Broom and dustpanqty 2
Mop set

Catering

Groceries

Tips

Test the full network with every gaming station connected, not just the router and one computer. Keep spare network cables, power strips and extension cords available before setup starts.
Create the tournament schedule after registrations close, so the number of players and stations match. Print or display the first-round format and station assignments before participants arrive.
Build and test the gaming stations several hours before the start time. Label cables and stations clearly; this makes it faster to replace a faulty controller, monitor or headset.
Chill the drinks before guests arrive and set up the buffet separately from the reception desk. Prepare serving platters, spoons, plates and reusable cups where people can reach them without blocking the gaming area.
Leave at least 30 minutes for reception and instructions before the first match. Check names against the participant list, answer dietary questions and guide each player to the correct station before starting the round.

Frequently asked questions

How far in advance should I plan a gaming night?: Confirm the venue and date at least 3 to 4 weeks ahead, especially if you need multiple tables, gaming stations or a projector. Send invitations as soon as the date is fixed and close registrations before creating the final tournament schedule.
How long before a gaming night should I test the network?: Run a complete network test at least 1 day before the event, then test the connected stations again 2 to 3 hours before guests arrive. Check the router, network switches, cables and every game connection under the expected player load.
How much time do I need to set up gaming stations?: Allow about 3 hours for a setup with several stations, including tables, monitors, consoles or computers, controllers, headsets and cable labels. Add 30 to 45 minutes for troubleshooting and a final game test.
When should I prepare food and drinks for a gaming night?: Set out snacks and the drinks table 30 to 45 minutes before arrival, and chill drinks for at least 3 hours beforehand. Keep food preparation separate from the equipment area so spills do not reach cables, keyboards or controllers.

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.