LAN Party Checklist: What to Arrange and When

A LAN party depends on more than bringing gaming PCs into one room. You need enough network capacity, power outlets, tables and tested equipment before guests arrive. This checklist takes you from confirming the venue and registrations to connecting cables, setting up the network and preparing food and drinks. It also covers the small details people often arrange too late, such as computer requirements, dietary information, updates and clearly labelled cables.

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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

Confirm date and location
2 people
Check network capacity
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Confirm reservation
Inventory the game options
2 people
Create the network layout
2 people
Order snacks and drinks
Send practical info to participants
Communicate computer requirements
Do the shopping
2 people
Test equipment
2 people
Set out games and updates
2 people
Check venue and toilets
Set up tables and chairs
3 people
Set up network equipment
2 people
Connect network cables
3 people
Distribute power supply
2 people
Label and secure cables
2 people
Set up registration desk
Chill drinks
2 people
Prepare snacks
2 people
Set up the reception desk
Test network and internet
2 people

Event

Receive participants
3 people
Register attendance
2 people
Assign workstations
2 people
Connect the computers
3 people
Check games and connection
3 people
Start game rounds
Refill drinks
Serve snacks
2 people
Collect waste and empty packaging
Refill coffee and tea
Announce the final game round
Check out participants
2 people

Aftercare

Shut down computers
3 people
Disconnect network cables
2 people
Pack equipment
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Dispose of waste
2 people
Clean the room
3 people
Check network equipment
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Registration desk

Equipment

Network Switchesqty 4
Router
Spare computer
Backup monitor
Spare keyboardqty 2
Spare mouseqty 2
Ethernet cablesqty 36
Network adaptersqty 4
USB sticksqty 4
Power stripsqty 16
Extension cordsqty 12
Cable reelsqty 2
Cable tiesqty 100
Cable clipsqty 50
Label tapeqty 2
Power banksqty 4
Timer

Lighting

LED lightsqty 4
Light cablesqty 2

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 24

Kitchen

Coolersqty 4
Thermos flasksqty 3
Serving plattersqty 8
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kettlesqty 2

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Check network capacity before confirming the participant limit. Count the expected players, switches and available network connections, then leave room for a spare computer or replacement equipment.
Send computer requirements with the invitation and repeat them in the practical information. Give participants a clear deadline for registrations and dietary requirements so you are not chasing missing details during the final week.
Test the router, network switches, Ethernet cables, adapters and spare equipment before setup day. A backup monitor, keyboard and mouse are most useful when they have already been checked with the games you plan to run.
Plan power and cable routes together with the table layout. Use power strips, extension cords and cable reels where needed, then label and secure cables before players sit down to prevent trips and accidental disconnections.
Finish the room setup before handling food and drinks. Allow time to arrange tables and chairs, connect the network, chill drinks and prepare snacks; keep a registration desk ready for arrivals rather than mixing check-in with technical troubleshooting.

Frequently asked questions

How many network ports do I need for a LAN party?: Plan at least one network connection per player, plus connections for the router and uplinks between switches. Add 10–15% spare capacity so one extra computer or a replacement device does not require rebuilding the network.
How early should I send LAN party invitations?: Send invitations around 4–6 weeks before the event if space or equipment is limited. Set the registration deadline about 7–10 days before the LAN party so you can confirm the participant list, food, tables and network layout.
When should I test LAN party equipment?: Test the router, switches, cables, adapters and spare devices at least 3–7 days beforehand. On the day itself, connect the network and check every table before guests arrive, rather than discovering faults during registration.
How much food and drink should I plan for a LAN party?: For a full-day LAN party, plan roughly 2–3 drinks per person for the first hour and about 1 drink per person per hour afterwards, adjusting for water and hot drinks. Buy snacks for the entire event and confirm dietary requirements before placing the order.

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