VR game tournament checklist

A VR game tournament needs more than headsets and a game. You must confirm registrations, collect dietary requirements, assign teams, and publish a match schedule before players arrive. The technical setup also needs a full test: computers, screens, controllers, network, cables, power and game software all have to work together. Use this checklist to organise the tournament in the right order and avoid delays on the day.

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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

Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Reserve venue
Reserve VR equipment
Choose the tournament game
2 people
Set tournament rules
2 people
Create the match schedule
Assign teams
Inform participants
Order prizes
Create technical checklist
2 people
Make a shopping list
Do the shopping
2 people
Check the equipment
2 people
Print the match schedule
Open venue
2 people
Clean the room
2 people
Set up tables and chairs
3 people
Mark off VR play areas
2 people
Set up computers and screens
3 people
Connect VR headsets
3 people
Test network connection
2 people
Launch game software
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up registration desk

Event

Receive participants
3 people
Register attendance
2 people
Explain the tournament
2 people
Give safety instructions
2 people
Guide the tasting round
3 people
Supervise the first round
4 people
Record scores
2 people
Refill drinks
2 people
Serve break snacks
2 people
Supervise the second round
4 people
Update the scoreboard
Serve pizza and salads
3 people
Announce finalists
Lead the final
3 people
Support reserve match
2 people
Check final score
2 people
Present prizes
2 people
Take group photo
Supervise free play
3 people
Check out participants
2 people

Aftercare

Switch off VR equipment
3 people
Pack equipment
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Return equipment
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Bar stoolsqty 4
Coolersqty 3

Equipment

VR headsetsqty 8
Gaming computersqty 8
Gaming monitorsqty 8
VR controllersqty 16
Keyboardsqty 8
Miceqty 8
Headset standsqty 8
Network switch
Wi-Fi router
Ethernet cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Power banksqty 4
Timerqty 2
Bluetooth speaker
Laptop for the scoreboard
HDMI cablesqty 8

Sports equipment

Barrier conesqty 16
Floor matsqty 8
Wristbandsqty 30

Tableware

Reusable cupsqty 40
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Soup ladlesqty 4
Coffee cupsqty 20
Thermos flasksqty 3

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Pizza cutterqty 2
Serving spoonsqty 6

Decorations

Tournament board
Name badgesqty 30
Markersqty 6
Prizesqty 3

Cleaning

Waste binsqty 4

Lighting

Standing lampsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the tournament. Use the final participant list to assign teams, check dietary requirements and create the match schedule.
Reserve the venue and VR equipment before sending invitations. Plan one playable VR setup per simultaneous match, plus spare controllers, cables and power options where available.
Create clear play areas with cones and floor mats, leaving enough space for players to move safely. Keep tables, chairs and spectators outside the marked zones.
Test every headset, controller, gaming computer, monitor and Ethernet connection before the event starts. Launch the game software and run a complete practice match rather than checking devices individually.
Print the match schedule and keep a digital copy on the scoreboard laptop. Set up the venue at least 2 hours before the first match so network problems, updates or missing equipment do not affect the tournament.

Frequently asked questions

How far in advance should I organise a VR game tournament?: Start planning at least 4 weeks before the event. Reserve the venue and VR equipment first, then send invitations and set a registration deadline 7 days before the tournament.
How many VR headsets do I need for a tournament?: You need one headset for every player in a match running at the same time. Add at least 1 spare headset or controller if the tournament cannot pause when equipment fails.
How long before a VR tournament should I set up the equipment?: Open the venue and begin setup at least 2 hours before the first match. Reserve the final 30 minutes for a complete network, game and controller test with the match schedule ready.
How do I make a VR tournament match schedule?: Close registrations 7 days before the event, confirm the participant list, assign teams and estimate the duration of each match. Add 10 to 15 minutes between matches for headset changes, scoring and technical checks.

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.