Speedrun competition checklist

A speedrun competition needs more than game stations and a timer. You have to lock down the games and rules first, then manage registrations, versions, licenses, hardware, networking, volunteers, and prizes. This checklist follows that order so late changes do not disrupt the event. It also covers the details people often miss: dietary requirements, backup laptops, tested accounts, printed competition materials, and enough time to connect and test every station before competitors arrive.

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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
Determine competition games
2 people
Set competition rules
2 people
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Publish the match schedule
Check game versions
2 people
Test licenses and accounts
2 people
Test internet connection
2 people
Reserve hardware
Schedule volunteers
Order prizes
Create a shopping list
Do the shopping
2 people
Gather equipment
2 people
Print competition materials
Wrap the prizes
Fill coolers
2 people
Open venue
2 people
Set up tables and chairs
4 people
Connect competition stations
4 people
Set up the network
2 people
Test games and times
3 people
Test streaming and recording
2 people
Set up registration desk
2 people
Chill drinks
2 people
Set out snacks
2 people
Give the jury briefing
2 people

Event

Register participants
3 people
Give the introduction briefing
Guide the preliminary round
4 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks
2 people
Guide the semifinals
4 people
Clear the break room
2 people
Lead the final
4 people
Check the result
2 people
Present prizes
2 people
See participants off
2 people

Aftercare

Switch off equipment
3 people
Pack equipment
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Put furniture back
4 people
Return equipment
2 people
Post the results online
Reorder prizes

What to bring

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

Furniture

Tablesqty 12
Chairsqty 55
Registration desk
Waste binsqty 5

Equipment

Gaming PCsqty 12
Monitorsqty 12
Keyboardsqty 12
Miceqty 12
Game controllersqty 12
Headsetsqty 12
Backup laptopsqty 2
Projector
Projection screen
Speakersqty 2
Network Switchesqty 2
Wi-Fi router
Ethernet cablesqty 20
Power stripsqty 15
Extension cordsqty 10
Stopwatch setsqty 6
Webcamsqty 2
Recording devicesqty 2
USB sticksqty 4

Tableware

Reusable cupsqty 70
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 6

Decorations

Competition postersqty 8
Name badgesqty 70
Prizes and medalsqty 6

Lighting

LED lightsqty 6

Cleaning

Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Choose the competition games and write the rules before opening registration. Include allowed versions, categories, timing method, tie-breakers, and what happens if a run is interrupted.
Close registrations early enough to confirm participants, collect dietary requirements, and publish the match schedule. A final confirmation 3–5 days before the event gives you time to handle withdrawals.
Test every game version, license, account, controller, headset, and recording device at least 24 hours before opening. Keep backup laptops, USB sticks, and spare cables ready instead of troubleshooting during a run.
Build the network before competitors arrive: connect the switches, router, Ethernet cables, power strips, and extension cords, then test every station. Allow at least 60–90 minutes for setup and a full connection check.
Prepare the non-gaming details on the day before: wrap prizes, print schedules and rules, fill coolers, and set up the registration desk. Schedule volunteers by role so one person is not expected to manage check-in, timing, and technical support at once.

Frequently asked questions

How far in advance should I plan a speedrun competition?: Start 6–8 weeks ahead if you need a venue, hardware, volunteers, and prizes. Finalize the games and rules before sending invitations, and confirm competitors 3–5 days before the event.
How long does speedrun competition setup take?: Allow 60–90 minutes to arrange tables and chairs, connect stations, build the network, and test the equipment. Add another 30 minutes if you are also setting up a projector, speakers, webcams, or recording devices.
How many backup devices do I need for a speedrun competition?: Plan for at least one backup laptop and spare cables for a small competition, then add more backups if several stations run simultaneously. Test the backup equipment before the event rather than leaving it boxed.
When should I publish the speedrun match schedule?: Publish the schedule after registrations and participant confirmations are complete, ideally 3–5 days before the competition. Print extra copies for the registration desk and display the current schedule at the venue.

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