Laser Tag Tournament Checklist

A laser tag tournament needs more than blasters and teams. You must lock in the format, venue and equipment before opening registration, then turn participant numbers into balanced teams and a workable match schedule. This checklist takes you from the first planning decisions to printed score sheets, charged gear, catering and prize collection on the day. It also covers details people often leave too late, such as dietary requirements, permits, spare batteries and clear signs around the venue.

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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

Set the tournament format
2 people
Determine the number of participants
Reserve venue
Reserve laser game sets
Make catering arrangements
Write out tournament rules
2 people
Draw up the match schedule
2 people
Send invitations
Publish registration form
Process registrations
Collect dietary requirements
Prepare team assignments
2 people
Send participant information
Order prizes and medals
Check permits
Arrange first aid appointments
Assemble the music playlist
Prepare score sheets
Make arrows and signs
2 people
Check the weather forecast
Print participant list
Print the match schedule
Check the shopping list
Do the shopping
2 people
Collect prizes
Pick up laser game sets
2 people
Charge batteries
2 people
Prepare snacks
3 people
Chill drinks
2 people
Open venue
2 people
Inspect the playing field
3 people
Check safety risks
2 people
Set up obstacles
4 people
Set up the registration desk
2 people
Set up the catering table
2 people
Test lighting and music
2 people
Test Laser Tag Equipment
3 people
Prepare teams and bib numbers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Announce team assignments
Give game instructions
2 people
Give safety instructions
2 people
Supervise the first round
4 people
Process scores
2 people
Refill drinks
2 people
Supervise the second round
4 people
Serve snacks
3 people
Check scores
2 people
Lead the break
2 people
Guide the semifinals
4 people
Adjust lighting and music
Set up the dinner buffet
4 people
Serve dinner
4 people
Announce finalists
Lead the final
4 people
Check final scores
2 people
Honor the winners
2 people
Take group photo
Serve the last drinks round
2 people
See participants off
3 people

Aftercare

Collecting laser game sets
3 people
Collect waste
3 people
Clean up catering
3 people
Put furniture back
4 people
Clear the playing field
4 people
Wash dishes
3 people
Clean the venue
4 people
Switch off equipment
2 people
Collect lost property
2 people
Lock up the venue
2 people
Return laser game sets
2 people
Store leftover groceries
2 people
Return rental items
2 people
Store prize materials
Share participant photo
Send results to participants
Return lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Laser tag blastersqty 30
Laser tag vestsqty 30
Charging stationsqty 6
Spare batteriesqty 12
Conesqty 24
Barrier tapeqty 4
Inflatable obstaclesqty 12
Team ribbonsqty 6
Stopwatchesqty 4
Scoreboardsqty 4
Whistlesqty 4

Equipment

Laptop
Printer
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 8

Lighting

LED lampsqty 8
Light Stripsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 30
Pouring jugsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 6
Serving spoonsqty 6
Food warmersqty 4

Decorations

Team flagsqty 6
Start/finish sign
Tournament banner
Tableclothsqty 8
Medalsqty 6
Cupsqty 3
Prize ribbonsqty 3

Cleaning

Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning clothsqty 12
Washing-up tubsqty 2
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set the tournament format before sending invitations. Decide how many teams, matches and minutes per match you need, then use those choices to calculate the equipment and venue time required.
Reserve the venue and laser tag sets before publishing the registration form. Confirm the number of blasters, vests, charging stations and spare batteries, and allow time for setup and equipment checks.
Close registration early enough to balance teams and print the match schedule. Send participant information with arrival time, rules, venue directions and any items players need to bring at least 3 days before the tournament.
Prepare the scoring system before game day. Print team assignments, score sheets and the match schedule, and test the laptop, printer, projector, microphone, speakers and extension cords before participants arrive.
Plan food and safety alongside the tournament schedule. Collect dietary requirements before ordering catering, check permits and first-aid arrangements, and place arrows and signs so players can find registration, play areas and toilets without stopping the event flow.

Frequently asked questions

How far in advance should I plan a laser tag tournament?: Start at least 6 to 8 weeks ahead if you need a venue, hired laser tag equipment and catering. Use the first 2 weeks to set the format, reserve the venue and equipment, and prepare registration.
How many laser tag sets do I need for a tournament?: You need one working blaster and vest per player in each match, plus spare batteries and a charging plan. Confirm the final participant count after registration and keep the equipment count aligned with your largest match, not your average team size.
When should I send laser tag tournament invitations?: Send invitations once the venue, date, tournament format and registration deadline are confirmed, usually 4 to 6 weeks before the event. Close registration early enough to assign teams and send the final schedule at least 3 days in advance.
What should I prepare on the day of a laser tag tournament?: Allow at least 90 minutes before the first match for equipment charging checks, obstacle setup, signage, score sheets, registration and catering. Print the participant list and match schedule, test the sound and projection equipment, and collect the prizes before the tournament begins.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.