How to organise a Pokémon Go competition

Start by designing the competition around the area you can actually use. Check the route, PokéStops and gyms before inviting anyone, then set the rules, scoring method and timetable. Registration should collect team preferences and dietary requirements early enough to plan badges, catering and competition packs. On the day, leave time for check-in, phone charging, weather changes and a clear briefing before players set off.

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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
Reserve venue
2
Set competition rules
2 people
3
Create a registration form
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Check the route and play area
2 people
8
Inventory PokéStops and gyms
2 people
9
Define competition elements
2 people
10
Order prizes
11
Prepare team assignments
2 people
12
Prepare score sheets
13
Print participant list
14
Prepare name badges
2 people
15
Check the weather forecast
16
Do the shopping
2 people
17
Collect materials
2 people
18
Charge equipment
2 people
19
Assemble competition packs
3 people
20
Set up tents and tables
4 people
21
Connect power and charging station
2 people
22
Set up registration desk
2 people
23
Set up catering
3 people
24
Place route signs
3 people
25
Test audio and microphone
2 people

Event

26
Receive participants
4 people
27
Explain the rules and safety guidelines
2 people
28
Announce teams and assignments
2 people
29
Supervise the competition
5 people
30
Collect score sheets
2 people
31
Check scores
3 people
32
Refill drinks
2 people
33
Serve snacks and sandwiches
3 people
34
Announce the winners
2 people
35
Present prizes
2 people
36
Check out participants
2 people

Aftercare

37
Take down materials
4 people
38
Collect waste
3 people
39
Clean the tableware and equipment
3 people
40
Leave the venue clean
3 people
41
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Party tentsqty 2
Beer tablesqty 4

Equipment

Organizational smartphonesqty 3
Power banksqty 12
Charging cablesqty 12
Extension cordsqty 4
Power stripsqty 4
Portable Wi-Fi hotspotqty 2
Portable speaker

Office

Clipboardsqty 12
Ballpoint pensqty 50
Waterproof markersqty 6
Printer paperqty 100
Name badge holdersqty 50
Directional signsqty 12
Arrow stickersqty 30
Score box
Medalsqty 12
Reusable cupsqty 3

Sports equipment

Safety vestsqty 8

Decorations

Poké Ball balloonsqty 30
Tableclothsqty 6

Lighting

LED light stringsqty 4

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60

Kitchen

Coolersqty 4
Coffee maker
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Serving tongsqty 6
Thermos flasksqty 3

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set

Catering

Groceries

Tips

Check the playing area at least one week before the event. Record the available PokéStops, gyms, walking time and any weak-signal sections before finalising the route.
Set the rules before sending invitations, including team size, competition elements, scoring and the deadline for submitting results. Give participants one written version so disputes do not start during the event.
Close registration several days before the competition. Print the participant list, prepare name badges and assign teams in advance instead of trying to organise groups at the registration desk.
Build in a check-in and briefing period of at least 30 minutes. Keep score sheets, clipboards, pens and competition packs together, and mark the registration desk clearly.
Charge organisational smartphones, power banks and the portable speaker the evening before. Test the Wi-Fi hotspot, microphone and charging station before participants arrive, and check the weather forecast before setting up tents and signs.

Frequently asked questions

How far in advance should I organise a Pokémon Go competition?: Start planning at least 3 to 4 weeks ahead. Reserve the venue and check the route first, then open registration once the rules, playing area and timetable are fixed.
How long should a Pokémon Go competition last?: Allow about 2 to 3 hours for the competition itself, plus 30 minutes for registration and briefing. Add extra time if the route includes long walking sections or several scoring checkpoints.
When should registration close for a Pokémon Go competition?: Close registration 3 to 5 days before the event. That gives you time to process registrations, collect dietary requirements, assign teams, print the participant list and prepare name badges.
What equipment do I need for a Pokémon Go competition?: Plan for one score sheet and clipboard per scoring team, plus pens, name badges, charged phones, power banks and charging cables. For the event area, allow enough tables, chairs, signs and shelter for registration, catering and the charging station.

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