How to organize a speedrun competition

A speedrun competition needs more than fast players and a timer. Start by choosing the games, defining rules for categories and verification, and setting a registration deadline. Then test every game version, license, account, competition station, and network connection before publishing the match schedule. On the day, leave enough time to connect the stations, check backup equipment, brief volunteers, and prepare the registration desk before competitors arrive.

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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
Determine competition games
2 people
3
Set competition rules
2 people
4
Create a registration form
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Confirm participants
9
Publish the match schedule
10
Check game versions
2 people
11
Test licenses and accounts
2 people
12
Test internet connection
2 people
13
Reserve hardware
14
Schedule volunteers
15
Order prizes
16
Create a shopping list
17
Do the shopping
2 people
18
Gather equipment
2 people
19
Print competition materials
20
Wrap the prizes
21
Fill coolers
2 people
22
Open venue
2 people
23
Set up tables and chairs
4 people
24
Connect competition stations
4 people
25
Set up the network
2 people
26
Test games and times
3 people
27
Test streaming and recording
2 people
28
Set up registration desk
2 people
29
Chill drinks
2 people
30
Set out snacks
2 people
31
Give the jury briefing
2 people

Event

32
Register participants
3 people
33
Give the introduction briefing
34
Guide the preliminary round
4 people
35
Record intermediate results
2 people
36
Refill drinks
2 people
37
Serve snacks
2 people
38
Guide the semifinals
4 people
39
Clear the break room
2 people
40
Lead the final
4 people
41
Check the result
2 people
42
Present prizes
2 people
43
See participants off
2 people

Aftercare

44
Switch off equipment
3 people
45
Pack equipment
3 people
46
Collect waste
3 people
47
Wash dishes
2 people
48
Clean the venue
4 people
49
Put furniture back
4 people
50
Return equipment
2 people
51
Post the results online
52
Reorder prizes

What to bring

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

Furniture

Tablesqty 12
Chairsqty 55
Registration desk
Waste binsqty 5

Equipment

Gaming PCsqty 12
Monitorsqty 12
Keyboardsqty 12
Miceqty 12
Game controllersqty 12
Headsetsqty 12
Backup laptopsqty 2
Projector
Projection screen
Speakersqty 2
Network Switchesqty 2
Wi-Fi router
Ethernet cablesqty 20
Power stripsqty 15
Extension cordsqty 10
Stopwatch setsqty 6
Webcamsqty 2
Recording devicesqty 2
USB sticksqty 4

Tableware

Reusable cupsqty 70
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 6

Decorations

Competition postersqty 8
Name badgesqty 70
Prizes and medalsqty 6

Lighting

LED lightsqty 6

Cleaning

Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Choose the games and categories before opening registration. Write down the allowed versions, settings, controllers, timing method, and run-verification rules so every participant receives the same information.
Set registration and confirmation deadlines at least 7 days before the event. Use the registration form to collect dietary requirements, then publish the match schedule only after you know the final participant count.
Test the full setup at least 48 hours beforehand, including game licenses, accounts, internet access, network switches, Ethernet cables, power strips, controllers, headsets, and recording devices. Test each game on the exact hardware used in competition.
Prepare a backup station for every group of competition stations. Keep backup laptops, spare cables, USB sticks, and an offline copy of the rules and schedule at the registration desk in case a device or connection fails.
Create a minute-by-minute opening plan for the first hour. Open the venue early enough to arrange tables and chairs, connect the stations, set up the network, fill the coolers, and brief volunteers before the first run begins.

Frequently asked questions

How far in advance should I organize a speedrun competition?: Start planning at least 6 weeks before the competition. Reserve the venue and hardware first, then open registration once the games, rules, and registration deadline are fixed.
How long does it take to set up a speedrun competition venue?: Allow at least 3 hours for setup when using multiple gaming stations. Include time for tables and chairs, network connections, power, displays, audio, registration, and a complete test run.
How many backup computers do I need for a speedrun competition?: Plan on at least 1 backup laptop for every 6 to 8 active stations. Keep spare cables, controllers, and USB sticks available as well, because small connection failures can otherwise stop a run.
When should I publish the speedrun match schedule?: Publish it 3 to 5 days before the event, after registrations and participant confirmations are complete. Leave a clear check-in time so late arrivals do not delay the first matches.

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