Screen Tournament Checklist

A screen tournament needs more than consoles and a game. You need a clear format, a fixed player limit, reliable equipment, and a match schedule that keeps people moving. This checklist takes you from choosing the game and collecting registrations to testing the network, numbering tables, and opening the room. It also highlights details people often leave too late, such as software updates, dietary requirements, spare controllers, and sending final instructions to participants.

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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

Choose the tournament format and game
2 people
Set participant limit
2 people
Confirm the venue and room layout
2 people
Draw up the competition rules
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Create the match schedule
2 people
Make reservations
Inventory equipment
2 people
Check the game software and updates
2 people
Do the shopping
2 people
Send participant information
Set out prizes and cups
Chill drinks
2 people

Event

Open hall
2 people
Set up tables and chairs
4 people
Place screens and consoles
4 people
Connect the network
2 people
Connect controllers and accessories
3 people
Run a technical test
3 people
Number competition tables
2 people
Set up the registration table
2 people
Set up the catering table
2 people
Receive participants
3 people
Register attendance
2 people
Explain the game rules and schedule
2 people
Supervise races
4 people
Record results
2 people
Refill drinks
2 people
Refill snacks
2 people
Keep the break room tidy
Lead the final
3 people
Present prizes
2 people
See participants off
2 people

Aftercare

Switch off equipment
3 people
Dismantle equipment
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put the tables and chairs back
3 people
Return borrowed items
2 people
Publish final results
Handle lost and found

What to bring

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

Furniture

Tablesqty 12
Chairsqty 40
High tablesqty 3
Tableclothsqty 4

Equipment

Game consolesqty 8
Gaming monitorsqty 8
Spare monitor
Game controllersqty 16
Backup controllersqty 4
Headphonesqty 16
Network Switchesqty 2
Network cablesqty 16
HDMI cablesqty 12
Power stripsqty 12
Extension cordsqty 12
Cable tiesqty 100
Laptopqty 2
USB sticksqty 2

Sports equipment

Match cardsqty 40
Table number cardsqty 12
Score sheetsqty 100
Pensqty 30
Prizesqty 3
Medalsqty 12

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Cutlery setsqty 50
Small bowlsqty 8
Coffee potsqty 3

Kitchen

Kettlesqty 2
Coolersqty 4
Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Decorations

Tournament banner
Round stickersqty 50

Lighting

Atmosphere lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the player limit before opening registration. Base it on the number of screens, consoles, controllers, tables, and available match slots rather than on the room’s maximum capacity.
Finish the match schedule before sending participant information. Include check-in time, table numbers, first-match times, rules, and what players should bring at least 3 to 5 days before the tournament.
Test every console, monitor, HDMI cable, controller, headset, and network connection on the day before the event. Keep a spare monitor and spare controllers ready instead of troubleshooting them during a match.
Allow at least 60 to 90 minutes for event-day setup. Connect switches, network cables, power strips, and extension cables first, then run a full technical test with the game and tournament software.
Collect dietary requirements when people register and buy refreshments afterward. Put drinks in the cold at least 3 hours before opening, and prepare the registration table with match cards, score sheets, pens, and table numbers.

Frequently asked questions

How early should I start planning a screen tournament?: Start at least 4 to 6 weeks ahead if participants need to register. Choose the game, format, location, player limit, and rules first; send final participant details 3 to 5 days before the event.
How much setup time does a screen tournament need?: Plan 60 to 90 minutes for room setup and technical testing. Add another 15 to 30 minutes if the network, consoles, monitors, or controllers have not been tested together before.
How many spare controllers do I need for a screen tournament?: Keep at least 1 spare controller for every 8 to 10 active players, with a minimum of 2 spares for a small tournament. Test the spares before participants arrive.
When should I make the screen tournament schedule?: Create the first schedule once registrations are nearly closed, then confirm it 2 to 3 days before the event. Leave time for late cancellations and send each participant their check-in time, table number, and first match.

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.