How To Host Your Own Tournament
Beyond the Game: Ensuring a Safe, Secure, and Fun Esports Event
Esports tournaments are becoming increasingly popular in New Zealand, bringing together gaming communities, schools, and organisations of all sizes. Hosting your own tournament might sound challenging, but it can also be extremely rewarding and beneficial for your community. Whether you’re completely new to organising events or looking to expand your skills, this guide provides everything you need to confidently plan, organise, and run your esports event.
Defining Your Esports Tournament
Before diving into the details, you must clarify the purpose and scope of your tournament. Consider these foundational questions:
- Who is the tournament for?
Are you organising it for school students, a local community group, casual gamers, or competitive teams? - What games will participants play?
Common games in New Zealand include Rocket League, League of Legends, Valorant, FIFA, Fortnite, or Minecraft. Selecting suitable games sets clear expectations for participants. - Will your event be online or LAN-based (in-person)?
Online events are easier and less costly, whereas LAN (local area network) events offer a more engaging social atmosphere but require more logistics. - What format will you use?
Popular formats include Single Elimination, Double Elimination, Round Robin, or Swiss-style tournaments- Single Elimination: Teams or players are eliminated after one loss
- Double Elimination: Participants have a second chance after their first loss
- Round Robin: Each participant plays against every other participant
- Swiss System: Participants play a set number of rounds against opponents with similar records.
- Will there be prizes? Although attractive, prizes aren’t necessary, especially when starting out. Many grassroots events focus on community spirit, player development, and simply the pride of becoming tournament champions.
- Establish Rules and Regulations: Draft a comprehensive set of rules covering all aspects of the tournament, such as match procedures, code of conduct, dispute resolution, and penalty guidelines. Clearly communicate these rules to all participants before the event.
Understanding Licensing for Esports Events
Unlike traditional sports, esports games are intellectual property owned by game publishers. When planning an esports event, it is a non-negotiable step to understand the game publisher’s rules and guidelines regarding the use of their game. This includes obtaining any necessary permissions and licenses, as well as ensuring that the event adheres to the game’s rules and regulations.
For example:
- Small-Scale Community Tournaments (Typically Open Licenses)
Some publishers provide open community licenses allowing tournaments to occur without explicit permission if certain conditions are met.
Common rules include:- No prize pools, or limited prize pools (often under a few thousand dollars)
- No entry fees
- No official branding claims
- Larger or Commercial Events (Explicit Licenses Required)
If your event has significant prize pools, sponsorships, or is commercially promoted, explicit licensing from the publisher becomes mandatory. Games like Fortnite (Epic Games) or CS:GO (Valve) have specific commercial event guidelines, requiring direct publisher approval for larger-scale, prize-driven events.
Important To Note: Always check each game’s specific licensing guidelines available on their official websites or reach out directly for confirmation.
Planning an Online Esports Tournament
Online tournaments are ideal for first-time organisers, school groups, or geographically dispersed communities. Here’s how you organise one effectively.
For online tournaments, the right software simplifies participant registration, brackets, and match scheduling. Recommended platforms include:
- Battefy
- Toornament
- Challengermode
- FACEIT
- start.gg
These platforms automatically handle most administrative tasks, allowing you to focus on delivering a fun and engaging tournament experience.
Clearly communicate with participants:
- How to register (provide links or step-by-step instructions)
- Match schedules and rules
- Technical requirements (device compatibility, software, stable internet connection)
Communication tools like Discord or Microsoft Teams help manage this smoothly, enabling instant updates, announcements, and interactions.
Online tournaments rely heavily on good connectivity. Ensure participants:
- Are based within a geographically reasonable area (such as within New Zealand or Australia to minimise latency.
- Understand the importance of stable internet connections.
- Have clear instructions for what to do if connection issues arise during a match.
Promoting and broadcasting your event helps create excitement and build your community.
Platforms such as Twitch or YouTube Live allow people to watch and support from anywhere, significantly boosting your tournament’s visibility. Use school newsletters, social media channels, community forums, or local websites to further promote your event.
Planning a LAN (In-Person) Esports Tournament
LAN events offer rich, social experiences but involve significantly more logistics. They’re ideal for more experienced organisers, schools, universities, or community groups who want to enhance local engagement.
Your venue choice depends heavily on your tournament’s size and goals:
- Small-scale events (up to 30 players): Can be hosted at school computer labs, libraries, or community halls.
- Medium-scale events (30-100 players): Consider larger venues like school gyms, community centres, or smaller sports halls.
- Large-scale events (100+ players): Usually held in convention centres or dedicated esports venues, requiring professional-level logistics.
LAN events need more technical infrastructure, including:
- Gaming PCs or consoles: Clearly specify if participants should bring their own equipment (BYOD) or if you’ll provide it.
- Stable Internet Connection and Networking: Ensure a robust and tested internet connection, quality routers, switches, and Ethernet cables.
- Audio-Visual Equipment: Screens or projectors for spectators, and possibly webcams for player streams.
- Support Staff: Technical support staff capable of troubleshooting network, hardware, and software issues.
Consider detailed scheduling, including check-in times, match start times, breaks, and finals. A clear schedule avoids confusion and delays. Remember to schedule meal breaks and rest periods, providing participants comfortable spaces to relax and socialise.
LAN tournaments mean you’ll have guests onsite, sometimes for extended periods:
- Provide ample seating, ideally comfortable gaming chairs.
- Clearly marked restrooms, food/drink options, and spaces for relaxation.
- Consider partnering with local food trucks, cafes, or catering services for convenience.
Considerations for the players:
- Ensure the playing environment is comfortable and free of distractions.
- Provide players with a clear and concise schedule and ruleset.
- Have a solid structure and good communication in place. This can help to reduce anxiety and ensure that the event runs smoothly.
- It is recommended that event organisers implement a code of conduct to ensure fair and respectful play, if you don’t have one we encourage you adopt the NZ Esports Code of Conduct for your event.
Prize Pools – Are They Necessary?
Many organisers feel compelled to offer prize pools. However, especially when beginning, prize pools aren’t necessary. The purpose of community and school tournaments often revolves around participation, teamwork, enjoyment, and personal development. Recognition, certificates, trophies, or simply announcing a team as champions can provide ample motivation without introducing financial complexity.
If you choose to include prizes, ensure clear communication about distribution methods and consider non-monetary prizes such as gaming equipment, vouchers, or merchandise to simplify logistics.
Ensuring Participant Safety and Wellbeing
Whether an event is hosted online or in-person (LAN), the safety and wellbeing of all participants should always come first. Esports tournaments are no exception, organisers have a duty to create an environment that is both physically safe and emotionally supportive.
For in-person events, this means having clear health and safety plans in place. Emergency procedures should be well understood by staff, and the venue should be secure and accessible. Seating and equipment should be set up with ergonomics in mind, and participants should be encouraged to take regular breaks to avoid strain or fatigue.
Online events come with their own set of risks. Event organisers need to protect participants from cyber threats, such as hacking and cheating, to keep the competition fair and trustworthy. Implementing anti-cheat software, secure login systems, and robust moderation tools helps maintain the integrity of the event.
Privacy goes hand-in-hand with safety but is sometimes overlooked in esports, especially in online play. Players and attendees may be required to provide personal information, such as names and contact details, and it’s important this information is handled with care.
Organisers should ensure data is stored securely and not shared without permission. If your event doesn’t yet have a privacy policy, NZ Esports has had one drafted by some of New Zealand’s most reputable legal professionals that you’re welcome to use: NZ Esports Privacy Policy. You can also use free government tools such as the Privacy Statement Generator to create your own.
Setting clear expectations around behaviour is essential. A well-communicated code of conduct helps shape a positive event culture and reinforces what’s acceptable. At a minimum, this should include:
Respectful interactions – zero tolerance for bullying, harassment, or toxic behaviour
Online safety guidelines – protecting personal information and promoting safe communication
Physical wellbeing – especially at LAN events, ensuring comfort and regular rest
For younger players, adult supervision is vital. Organisers should also have clear incident response procedures in place, whether it’s dealing with misconduct, accidents, or mental health concerns. Having a trained, visible support team ready to help can make a world of difference.
Promote Your Tournament
Without promoting and marketing, even the best prepared event won’t attract any players! For a New Zealand focused esports event, joining relevant Discord and Facebook groups, spreading the word through social media, and even more traditional advertising methods will go a long way to getting gamers engaged in your event. One of the most effective ways to start is to list your event with NZ Esports to have it sent out directly to thousands of kiwi gamers
- Marketing Strategy: Utilise social media platforms, gaming forums, and local communities to promote your event. Create engaging content, such as teaser videos, player interviews, and behind-the-scenes looks, to generate interest.
- Engage with Influencers: Collaborate with popular gamers or streamers to reach a wider audience. Their endorsement can significantly boost your event’s visibility.
- Sponsorships and Partnerships: Seek partnerships with local businesses, gaming hardware companies, or food and beverage vendors to provide sponsorships or in-kind support.
Support Local:
Engaging in local esports events is a fantastic way to foster community spirit and develop skills. Here’s how you can get involved:
To participate in events that prioritise student safety and adhere to established criteria, look for Academic Accredited Tournament Organisers recognised by the New Zealand Esports Federation (NZESF). These organisers ensure that competitions are conducted in a secure and supportive environment.
Events to Join:
- New Zealand Secondary School Esports (NZSS):
The premier esports competition for secondary schools in New Zealand, focusing on inclusivity and student well-being. - The FUSE Cup:
An international school esports competition offering students a safe and structured platform to compete while promoting positive gaming behaviours and digital well-being. - University of Waikato High School Esports Clash:
A competition providing high school students the opportunity to engage in esports tournaments, fostering both competitive and social skills. Waikato Esports Clash
If you’re outside the school system, Accredited Tournament Organisers are dedicated to delivering high-quality esports events. Consider following organisations such as:
- Flightless Esports: A New Zealand-based organisation specialising in fighting games, hosting regular tournaments and fostering a competitive community.
- Respawn Esports Centre: Located in Wellington, Respawn offers a dedicated esports and gaming venue, providing facilities for both casual and competitive gamers.
To stay updated on their events, follow their social media pages or join their Discord communities.
We also offer a community directory where individuals can find and connect with groups centred around their favourite games. Engaging with these communities allows you to stay informed about upcoming events and participate in discussions. Please note that while these groups provide valuable opportunities for connection, they may not be officially sanctioned, so exercise discretion when participating.
By supporting local organisers and participating in these events, you contribute to the growth and vibrancy of New Zealand’s esports community.
Stay updated with the latest local esports events by regularly checking our Events Page. We continually update this page with new tournaments and competitions as they are announced.
Ready, Set, Game!
Whether you’re organising a small school-based online tournament or a large-scale LAN event, careful planning, clear communication, and community-focused priorities ensure success. Esports events foster community, teamwork, & growth and by focusing on these values can create impactful and enjoyable experiences for everyone involved.
Remember to always consider licensing, participant wellbeing, the practical aspects of equipment and technology, and lean on accredited organisers if needed. Esports in New Zealand is thriving, and by hosting your own tournament, you’re not only joining an exciting movement but actively contributing to the local community and player growth.
So, pick your game, assemble your team, and start planning your next esports tournament today, your players and community will thank you for it!
