LAN party checklist: what to arrange and when

A LAN party needs more than tables, computers and a game server. You need a reliable power and network plan, clear tournament timing, labeled equipment and food that can be served without blocking registration or play. Start with the venue and format, then confirm attendees and requirements before preparing the room. This checklist follows the practical order from first arrangements to opening the doors, including the details organizers often leave too late.

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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

Reserve venue
Set the tournament format
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm attendance
Send practical information
Print participant list
Create the seating plan
2 people
Develop power plan
2 people
Develop the networking plan
2 people
Test network equipment
2 people
Prepare game servers
2 people
Print tournament schedule
Make equipment labels
Do the shopping
2 people
Pick up borrowed items
2 people
Chill drinks
2 people
Portion snacks
2 people
Prepare food
3 people
Bring supplies to the venue
3 people
Open venue
Set up tables
4 people
Set up chairs
3 people
Connect power supply
3 people
Build your network
3 people
Check network connection
2 people
Set up the catering table
2 people
Set up registration desk
2 people
Hang up the welcome sign

Event

Receive participants
2 people
Guide equipment connection
3 people
Explain the game rules
Start the tournament rounds
2 people
Resolve technical issues
2 people
Refill drinks
2 people
Restock snacks
2 people
Serve the meal
3 people
Provide coffee and tea
2 people
Remove waste regularly
2 people
Record tournament results
Announce the winners
Log participants out
2 people

Aftercare

Disconnect computers and peripherals
4 people
Dismantle network equipment
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Lock up the venue
2 people
Inventory supplies
2 people
Return borrowed items
2 people
Set aside damaged materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 28
Catering tableqty 2
Registration desk

Equipment

Network Switchesqty 3
Router
Wireless access point
Network cablesqty 32
Backup screensqty 2
Spare keyboardsqty 2
Spare miceqty 2
Speaker set
Microphone
Toolbox
USB sticksqty 4
Ethernet connectorsqty 10
Cable tiesqty 100
Device labelsqty 40
Extension cordsqty 10
Power stripsqty 12
Surge protectorsqty 4

Lighting

LED work lightsqty 4

Tableware

Reusable cupsqty 40
Mugsqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 4
Food tongsqty 4

Decorations

Welcome sign
Directional signsqty 6
Tableclothsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2
Reusable clothsqty 12

Catering

Groceries

Tips

Confirm the venue’s available power before you design the seating plan. Count the required extension cords, power strips and surge protectors, and keep lighting and catering on separate circuits where possible.
Test every network switch, router, access point and cable before event day. Prepare spare Ethernet connectors and label both ends of important cables so a fault can be traced without dismantling the whole setup.
Send practical information at least 3 days before the event. Include arrival time, what participants need to bring, registration instructions, the tournament schedule and any dietary arrangements you have recorded.
Prepare a visible registration desk and print the participant list before opening the venue. Keep device labels, USB sticks and spare keyboards or mice there so replacements do not interrupt the tournament.
Chill drinks and portion snacks before participants arrive, but prepare hot food close to serving time. Set out reusable cups, plates and cutlery in one catering area, away from the equipment and cable routes.

Frequently asked questions

How far in advance should I organize a LAN party?: Reserve the venue and choose the tournament format at least 4 to 6 weeks ahead. Send invitations soon after, then close registrations early enough to finalize seating, power and networking plans.
How many network cables do I need for a LAN party?: Plan at least one suitable Ethernet cable per participant, plus 10% spare cables for failures or changed seating. Test them before the event and label cables that connect switches or other core equipment.
When should I send LAN party information to participants?: Send the practical details at least 3 days before the LAN party, and send a short final confirmation 24 hours beforehand. Include the arrival time, venue instructions, tournament schedule and anything participants must bring.
How do I plan power for a LAN party?: Create the power plan before placing tables and allow one power connection per computer setup, with extra capacity for screens and chargers. Check the venue’s circuit limits at least 1 week beforehand and keep spare extension cords and surge protectors available.

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