How to organise an esports tournament

Start by fixing the game, rules and tournament format before you invite anyone. Then confirm the venue can support every gaming computer or console at the same time, with enough power outlets and a tested wired network. Registrations, substitutes and dietary requirements need to be processed before you publish the final schedule. On the event day, separate registration, competition and presentation areas, test every station, and keep technical backup ready before the first match begins.

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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
Set the tournament format
2 people
2
Set the game and rules
2 people
3
Reserve venue
4
Check power supply
2 people
5
Test network connection
2 people
6
Draw up the match schedule
2 people
7
Create a registration form
8
Send invitations
2 people
9
Distribute promotional poster
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Check participant list
2 people
13
Register substitute players
14
Order prizes
15
Assign volunteers
2 people
16
Brief the presenter
2 people
17
Brief the referees
3 people
18
Record emergency contact
19
Arrange technical backup
2 people
20
Inventory equipment
2 people
21
Do the shopping
3 people
22
Set up equipment
3 people
23
Install competition software
2 people
24
Check account details
2 people
25
Test network connection
2 people
26
Print tournament signs
27
Open venue
2 people
28
Set up tables and chairs
4 people
29
Connect the computers
4 people
30
Connect the screens and consoles
3 people
31
Tape down cables securely
2 people
32
Set up registration desk
2 people
33
Set up catering
3 people
34
Hang decorations
2 people
35
Put up the tournament schedule
36
Carry out the final technical test
3 people
37
Staff briefing
8 people

Event

38
Receive participants
3 people
39
Register attendance
2 people
40
Explain the tournament rules
2 people
41
Run the qualifying round
4 people
42
Process results
2 people
43
Refill drinks
2 people
44
Serve snacks
2 people
45
Announce break
46
Check equipment during the break
3 people
47
Guide the quarterfinals
4 people
48
Serve pizzas and snacks
3 people
49
Guide the semifinals
4 people
50
Support the audience activity
2 people
51
Prepare the finalists
2 people
52
Lead the final
4 people
53
Present the finale
54
Check the final standings
2 people
55
Present prizes
3 people
56
Take group photo
2 people
57
See off guests and manage departure
3 people

Aftercare

58
Collect waste
3 people
59
Switch off equipment
3 people
60
Pack computers and consoles
4 people
61
Clear tables and chairs
4 people
62
Wash dishes
3 people
63
Clean the venue
4 people
64
Remove decorations
2 people
65
Return equipment
2 people
66
Return borrowed materials
2 people
67
Publish results
68
Thank participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Registration desk
Bar stoolsqty 4

Equipment

Gaming computersqty 16
Gaming monitorsqty 16
Game consolesqty 4
Extra monitorsqty 2
Gaming keyboardsqty 16
Gaming miceqty 16
Gaming headsetsqty 20
Game controllersqty 8
Webcamsqty 2
Presentation screen
Projector
Projector screen
Laptopsqty 3
Wi-Fi router
Network Switchesqty 3
Ethernet cablesqty 24
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 4
Cable traysqty 12
Cable tiesqty 100
Gaffer tapeqty 6
USB hubsqty 8
HDMI cablesqty 12
Spare power suppliesqty 4
USB sticksqty 4
Speakersqty 2
Microphoneqty 2
Microphone standqty 2
Timerqty 2

Sports equipment

Tournament board
Scoreboardqty 2
Whistlesqty 4
Stopwatchesqty 4
Prizesqty 3
Medalsqty 20

Decorations

Event bannerqty 2
Directional signsqty 12
Name badgesqty 80
Tableclothsqty 18
Balloonsqty 100
Balloon pumpqty 2
Clothespinsqty 50

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 16
Serving traysqty 6

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Pliersqty 4
Serving spoonsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Lighting

LED lightsqty 8
Light cablesqty 4

Catering

Groceries

Tips

Set the format and match length first, then build the schedule around the number of registered players. Leave at least 10–15 minutes between rounds for reporting results, player changes and technical resets.
Test the network with all planned stations connected, not just one laptop. Use Ethernet cables and network switches where possible, and keep spare power supplies, HDMI cables and USB sticks available for failures.
Count power points before arranging the room. Gaming computers, monitors, consoles and presentation equipment should be spread across circuits where possible; secure extension cords, cable reels and cable trays before players arrive.
Close registrations early enough to check names, substitutes and account details before publishing the bracket. A final list 24–48 hours before the tournament gives you time to resolve missing players and duplicate accounts.
Brief referees, volunteers and the presenter separately on their responsibilities and the escalation process. Assign one person to technical backup and record an emergency contact before doors open.

Frequently asked questions

How long does it take to organise an esports tournament?: Allow at least 4–6 weeks for a small tournament and longer if you need a venue, prizes or many gaming stations. Reserve the venue and define the format first, then open registration once the equipment and network requirements are confirmed.
How many gaming stations do I need for an esports tournament?: For a one-on-one bracket, start with one station per active match and add at least one spare station if space allows. For team games, calculate the number of players per match and include 10–15% spare equipment for faults or replacements.
When should I test the network for an esports tournament?: Test the network at the venue at least 7 days before the event, then run a full connection test with every station on setup day. Retest after installing competition software and before the first match.
How early should players arrive at an esports tournament?: Ask players to arrive 60–90 minutes before their first scheduled match. Use that time for registration, account checks, equipment setup and resolving substitute-player or rule questions without delaying the tournament.

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.