How to organize a game jam from start to finish

A successful game jam depends on decisions made before anyone opens a laptop. Start by fixing the venue, date, theme, format, and registration process, then build the participant list and teams from confirmed information. Technical checks need their own deadline: power, Wi-Fi, software, chargers, cables, and presentation equipment can all stop a jam if left until the event day. Finish with clear rules, judging criteria, catering, and a minute-by-minute program.

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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
Confirm date and theme
2 people
3
Create a registration form
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create the participant list
8
Prepare team assignments
2 people
9
Assign judges
10
Order prizes
11
Create the program
2 people
12
Write out the game rules
2 people
13
Create the evaluation form
14
Send participant information
15
Request technical requirements
16
Order catering
17
Do the shopping
2 people
18
Collect prizes
19
Collect materials
2 people
20
Check laptop chargers
2 people
21
Set up game software
2 people
22
Check the venue
2 people
23
Set up tables
3 people
24
Set out chairs
2 people
25
Distribute power outlets
2 people
26
Test Wi‑Fi
2 people
27
Connect the projector
2 people
28
Set up the presentation area
2 people
29
Set up the registration desk
2 people
30
Lay out name badges
31
Chill drinks
2 people
32
Prepare snacks
3 people

Event

33
Register participants
3 people
34
Assign teams
2 people
35
Opening and briefing
2 people
36
Announce the theme
37
Get teams started on the tasks
3 people
38
Serve coffee and tea
2 people
39
Refill drinks
2 people
40
Serve dinner
4 people
41
Lead the intermission
2 people
42
Provide technical support
2 people
43
Test presentations
2 people
44
Give the jury briefing
45
Present games
3 people
46
Collect judging forms
2 people
47
Announce the winners
2 people
48
Present prizes
2 people

Aftercare

49
Clear away food and drinks
3 people
50
Switch off equipment
2 people
51
Collect materials
3 people
52
Clear tables and chairs
3 people
53
Separate waste
2 people
54
Wash dishes
2 people
55
Clean the room
3 people
56
Return borrowed items
2 people
57
Hand over the venue
2 people
58
Secure photos and files
59
Thank participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 36
Registration desk
Judges' table

Equipment

Projector
Projection screen
Laptopsqty 18
Laptop chargersqty 18
Computer miceqty 18
Keyboardsqty 18
Headphonesqty 18
Power stripsqty 12
Extension cordsqty 12
Network cablesqty 12
Wi-Fi router
HDMI cablesqty 3
USB sticksqty 6
Speakersqty 2
Microphone

Kitchen

Coolersqty 3
Thermos flasksqty 3
Coffee machinesqty 2

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Scissorsqty 6
Serving plattersqty 8

Decorations

Name badge holdersqty 40
Whiteboardqty 2
Flip chart
Markersqty 24
A4 paperqty 250
Sticky notesqty 12
Tapeqty 6
Prize trophiesqty 3

Lighting

Desk lampsqty 10

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop set

Catering

Groceries

Tips

Set the date, venue, theme, and working format before opening registration. Give participants a firm registration deadline, then leave at least 7 days to process sign-ups, collect dietary requirements, and create the final participant list.
Ask for technical requirements during registration, not after teams are assigned. Check every laptop charger, power strip, extension cord, network cable, HDMI cable, and required software at least 1 day before the jam.
Write the game rules and judging criteria before sending participant information. Your evaluation form should match the criteria, and judges should receive the format and scoring instructions at least 3 days in advance.
Build the program around fixed checkpoints: registration, briefing, work sessions, submission, judging, and the awards moment. Share the schedule with participants several days ahead so teams know when files, presentations, or demos are due.
Set up the room before participants arrive, with tables, chairs, power outlets, the registration desk, and a separate judges’ table. Test the projector, screen, speakers, microphone, Wi-Fi router, and presentation connection during the venue check, not during the opening briefing.

Frequently asked questions

How long does it take to organize a game jam?: Allow 4 to 6 weeks for a small or medium-sized game jam. Reserve the venue and confirm the date and theme first, then open registration; keep the final 7 days for team assignments, technical checks, catering, prizes, and participant information.
How many people should be on a game jam team?: Choose a team size that matches your format and available equipment, then assign teams only after registration closes. Publish the final teams at least 3 days before the event so participants can resolve gaps, accessibility needs, or missing technical skills.
What equipment do you need for a game jam?: Plan one suitable computer setup per working participant or team, including chargers, mice, keyboards, headphones, power strips, and extension cords. Also test the Wi-Fi router, network cables, projector, screen, HDMI cables, speakers, and microphone at least 1 day before the jam.
How much food and drink do you need for a game jam?: Order catering from the confirmed participant list and include dietary requirements collected during registration. For a full-day jam, plan drinks throughout the day and at least one substantial meal, with quantities finalized no later than 3 to 5 days before the event.

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