How to organise a laser tag competition

Start by fixing the venue, participant limit and competition format before sending invitations. Once registrations are in, confirm attendance, collect dietary requirements and publish balanced teams early enough for participants to prepare. On the day, allow time to inspect the site, mark safe routes and build the field before players arrive. A registration desk, clear scoring system and charged equipment prevent most delays.

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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

1
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm registrations
6
Assemble teams
2 people
7
Publish team assignments
8
Check reservation
9
Set the rules of the game
2 people
10
Create the match schedule
2 people
11
Check the weather forecast
12
Inventory supplies
2 people
13
Check the shopping list
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Buy snacks
2 people
17
Lay out prizes and medals
18
Send participant emails
19
Open venue
2 people
20
Inspect the site
2 people
21
Mark safe walking routes
2 people
22
Set up laser tag field
4 people
23
Set up obstacles
3 people
24
Mark the start and finish zones
2 people
25
Set up the registration desk
2 people
26
Set up the catering table
2 people
27
Prepare snacks
3 people
28
Make coffee and tea
2 people
29
Set up scoreboard
2 people
30
Test laser guns
3 people
31
Check batteries
2 people
32
Prepare first aid kit
33
Test music and announcements
2 people
34
Brief volunteers
3 people

Event

35
Take up the reception team
3 people
36
Register participants
3 people
37
Hand out team stickers
2 people
38
Check clothing and belongings
2 people
39
Serve drinks
2 people
40
Give game instructions
2 people
41
Explain safety rules
2 people
42
Guide teams to start zones
4 people
43
Lead round one
4 people
44
Record round one scores
2 people
45
Check laser guns
3 people
46
Serve break snacks
3 people
47
Refill drinks
2 people
48
Host Round 2
4 people
49
Record round two scores
2 people
50
Announce team results
2 people
51
Set up evening buffet
4 people
52
Serve the evening buffet
4 people
53
Refill the buffet and drinks
2 people
54
Announce finalists
2 people
55
Guide the final round
4 people
56
Check final scores
2 people
57
Announce the winners
2 people
58
Present prizes
2 people
59
Take group photo
2 people
60
Serve the last drinks round
2 people
61
Check out participants
2 people

Aftercare

62
Turn off laser guns
3 people
63
Collect game materials
4 people
64
Take down obstacles
4 people
65
Clear tables and chairs
3 people
66
Collect waste
2 people
67
Wash dishes
2 people
68
Clean the catering table
2 people
69
Clean the grounds
3 people
70
Check equipment
2 people
71
Charge batteries
72
Empty the coolers
73
Store leftover food
2 people
74
Register lost and found items
75
Take waste to the collection point
2 people
76
Return rental equipment
2 people
77
Thank participants
78
Share the results

What to bring

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

Furniture

Tablesqty 8
Chairsqty 12
High tablesqty 4
Tableclothsqty 8
Clothes racksqty 2

Sports equipment

Laser gunsqty 40
Laser tag vestsqty 40
Spare vestsqty 4
Inflatable obstaclesqty 12
Conesqty 24
Ribbonsqty 8
Team wristbandsqty 40
Whistlesqty 4
Scoreboardsqty 4
Score sheetsqty 30
Pensqty 12
Stopwatchesqty 4
Prizesqty 12
Medalsqty 12
Heavy-duty storage cratesqty 8

Equipment

Charging stationsqty 6
Spare batteriesqty 80
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone
Megaphonesqty 2
Laptop
Printer
Rechargeable flashlightsqty 6

Lighting

LED lampsqty 6
Battery lanternsqty 4
Light-up wristbandsqty 40

Tableware

Reusable drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Serving spoonsqty 8
Small bowlsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Serving spoonsqty 8
Bottle openersqty 3
Water jugsqty 6

Decorations

Team flagsqty 8
Welcome sign
Directional signsqty 8
Name stickersqty 60
Pioneer signsqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setqty 2
Bucketsqty 3
Microfiber clothsqty 12
Cleaning glovesqty 6
Hand sanitizerqty 4
First aid kit

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the competition. Use the final list to assemble teams, confirm registrations and print score sheets instead of making teams at the door.
Create the match schedule before publishing team assignments. Include a 10-minute buffer between matches for returning laser guns, changing vests and recording scores.
Arrive at the venue at least 90 minutes before the first match. Inspect the site, mark safe walking routes, position obstacles and clearly mark the start and finish zones.
Charge all laser guns, charging stations and spare batteries the day before. Keep spare vests, batteries and equipment in separate storage crates so replacements take less than 2 minutes to find.
Prepare the registration desk with the participant list, pens, team wristbands and printed rules. Keep prizes and medals out of sight until the final scores have been checked.

Frequently asked questions

How far in advance should I organise a laser tag competition?: Start 3 to 4 weeks before the event if you need a venue reservation and participant registrations. Set the registration deadline at least 7 days before the competition so teams and the match schedule can be finalised.
How long does it take to set up a laser tag competition?: Allow at least 90 minutes for site inspection, safe route marking, obstacles, start and finish zones, the registration desk and equipment checks. Add another 20 to 30 minutes if the field layout is unfamiliar.
How do you make teams for a laser tag competition?: Finalise the participant list first, then divide players into teams of similar size and publish the assignments at least 3 days beforehand. Keep a spare vest and a plan for late cancellations or no-shows.
What equipment do I need for a laser tag competition?: Plan one laser gun and vest per active player, plus spare vests, spare batteries, charging stations, score sheets, pens, stopwatches and team markers. Prepare these checks at least 1 day before the event, not when registration starts.

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