LAN party checklist: what to arrange and when

A LAN party runs smoothly when the room, player list and network are settled before anyone arrives. This checklist covers the planning sequence, from confirming internet access and registrations to preparing game servers, food and competition details. Allow extra time for cable runs, power distribution and network testing: these are easy to underestimate when every participant brings a computer. Finish with a clear registration point and a final connection check before the first match starts.

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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 room booking
Confirm internet access
Send invitations
Process registrations
Collect dietary requirements
Finalize participant list
Create the match schedule
Prepare game servers
2 people
Test network configuration
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Set out pizzas and snacks
2 people
Clean the room
2 people
Set up tables
4 people
Set up chairs
3 people
Set up network equipment
2 people
Connect network cables
3 people
Install power distribution
3 people
Securely tuck away cables
2 people
Set up registration desk
2 people
Set up the food and drink table
2 people
Post competition information
Final network connection tests
2 people

Event

Receive participants
2 people
Register attendance
2 people
Assign workstations
2 people
Resolve network issues
2 people
Start game rounds
Keep track of match scores
Serve pizza
2 people
Refill drinks
Restock snacks
Empty trash bins
Finish the final match
Present prizes
Let participants out
2 people

Aftercare

Switch off equipment
3 people
Dismantle network equipment
2 people
Roll up cables
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Buffet tableqty 2

Equipment

Network Switchesqty 3
Router
Ethernet cablesqty 30
Spare Ethernet cablesqty 6
Power stripsqty 12
Extension cordsqty 8
Cable reelsqty 2
Spare monitorsqty 2
Spare keyboardsqty 2
Spare miceqty 2
Speakersqty 2

Lighting

LED work lightsqty 4
Light extension cordsqty 2

Materials

Name badgesqty 30
Pensqty 12
Competition formsqty 40
Tapeqty 4
Cable tiesqty 100
Cable labelsqty 50
Barrier tapeqty 2

Tableware

Reusable cupsqty 30
Coffee mugsqty 24
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 3
Pizza cutterqty 2
Serving spoonsqty 4

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the room and internet access before sending invitations. Ask participants to register with their name and dietary requirements, then set a firm deadline for the final player list.
Build the match schedule only after registrations close. Prepare the game servers and post the competition information before participants arrive, so the first round does not depend on last-minute decisions.
Set up tables, chairs and the registration desk before connecting equipment. Leave clear walkways between rows and place the food and drink table away from computers and cable routes.
Plan power and network cabling together. Use power strips, extension cords and cable reels where needed, label network connections, and secure cables with tape or cable ties so they cannot catch on feet.
Run two network checks: one after the switches, router and Ethernet cables are connected, and a final test just before receiving participants. Keep spare cables, monitors, keyboards and mice ready for failures during the event.

Frequently asked questions

How far in advance should I plan a LAN party?: Start booking the room and confirming internet access at least 4 to 6 weeks ahead. Send invitations once those two points are secure, then close registrations several days before the event so you can finalise the player list and match schedule.
How much time do I need to set up a LAN party?: Allow at least 3 to 4 hours for room cleaning, tables and chairs, power distribution, network cabling, the registration desk and food setup. Reserve an additional 30 minutes for final network connection tests before participants arrive.
What should I test before a LAN party starts?: Check the router, every network switch and the main Ethernet connections, then verify that the game servers are reachable. Test at least 30 minutes before arrival and keep spare cables, monitors, keyboards and mice at the registration area.
When should I buy food and chill drinks for a LAN party?: Do the main shopping 1 to 2 days before the event, then chill drinks on the day itself. Put pizzas, snacks and drinks out shortly before the first break, and confirm dietary requirements before buying food.

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