How to organise an e-sports tournament - the 5-phase model

Tournaments are very popular in the e-sports scene and can be held both online and offline. The excitement of the competitions and the shared passion for certain games attracts more and more spectators - mostly passionate gamers, but also gaming beginners who focus more on the game and the event. But organising an e-sports tournament sounds much easier than it actually is. Besides conception and organisation, there are some aspects to consider with regard to applying for a licence. In addition, there are legal framework conditions that must not be ignored. In this article, together with the Angry Titans, we show you in five phases how to organise an e-sports event.

Preparation is the most important aspect of successfully organising an e-sports event. The choice of game already has a strong influence on the time and space required. The equipment and the competition structure also depend on the selected game. While some games have to be played in a team and require an internet connection, there are other games that can be played solo and only require a local network. The licensing or application for a licence also depends on the game. It is forbidden to organise a gaming event without the consent of the game publisher and the associated compliance with the rules and regulations for game-specific e-sports tournaments. First find out who the publisher of the game is and read the licensing regulations carefully. The following aspects are game and event specific and can play a role in licensing: 

Concept, prices and organisation on the platform

Once the conditions and rules for licensing are clear, think about which game concept is appropriate and on which platform you want to organise this. 

When creating the rulebook, it is important to clarify the final formalities and create a precise schedule. Make sure that the structure and set-up of your e-sports tournament is clear. This will make it easier for the invited players to take part in your e-sports tournament and save you from having to answer questions about general playing conditions. When creating the schedule, be sure to provide the following information:

• Date: On which day does your tournament start? 
• Time: What time do the players or teams start?  
• Duration: How long does the e-sports tournament last? Several hours or a few days?

Anyone who organises an e-sports tournament also enjoys domiciliary rights. This means that you as the organiser can decide who has access to the respective rooms. However, the organiser also sets game-specific house rules or rules. You certainly want to prevent players or teams from gaining unfair advantages through bugs or glitches. If necessary, define a ban in the rulebook so that the e-sports tournament is fair for all participating players. The same applies to the use of cheats or bots. Clearly formulated house rules, netiquette or a detailed set of rules help all participants to behave in a fair and compliant manner. This allows all participants to experience a pleasant and fun e-sports tournament.

Use digital tools to record rankings

Complicated and custom-made Excel tables are a thing of the past! To record rankings, you should focus on modern methods. Ideally, you should use the digital tools of platforms such as RUSH.GG or Battlefy. On such platforms, you can manage gaming IDs, enter the game formats and game modes and create tournament trees or rankings. The distribution of winnings can also be managed via digital tools. The participating players always want to be informed about the current status - transparent, digital gaming tools prevent the tournament management from being constantly confronted with queries about game statuses.

Phase 3 is largely about inviting people to your e-sports tournament. Who do you want to invite to your e-sports event? Targeting the right audience is essential to organising a successful e-sports tournament. There are professional or semi-professional e-sports players and amateurs who participate in e-sports tournaments just for fun. At this point, you should consider in advance which e-sportsmen should be addressed. Furthermore, e-sports players are organised in various ways. There are gaming clubs, university league clubs, gaming groups or gaming communities. So think about which target group you want to address right from the start. Do you want to organise an open tournament for everyone or only invite professionals? Ideally, you should find out who the right contacts are for e-sports event invitations. 

Use social media channels to promote your tournament

If you want to organise a successful e-sports tournament, you should use social media to attract attention. Think about a marketing strategy for the gaming event and use the appropriate social media platforms. Depending on the social networks, you will find exactly the right groups for your event. Of course, it is important that the target group feels addressed and that the content of your tournament is convincing. Other central marketing questions that you should answer in advance can be: 

As soon as the e-sports event starts, it comes down to two essential points:As far as the admin work is concerned, you should make sure that you appoint 1 or 2 administrators who will provide active support during the entire tournament. This includes, for example, maintaining the rankings on the online platforms. To avoid constant queries about the current scores, one person should exclusively take care of the game format or the competition. Another admin should monitor the house rules and regulations. If a player or team does not abide by the rules through the use of cheats or the use of bugs and glitches, it is up to the selected referee to decide on the penalty individually. There are various options for sanctions in the form of warnings, point deductions, lost rounds and disqualification. 

Reporting is about analysis. Which points went well and what needs to go better at the next e-sports event. Of course, this includes all the phases that the tournament has gone through. Central points of analysis can be: The end of the e-sports event is accompanied by other important points in the follow-up, which are particularly important for the retention or return of players. It is important that you inform the players immediately after the event when they can expect the prizes. For prize money in e-sports, a payment deadline within the next 30-60 days is common. Inform the players about their responsibilities so that there are no unpleasant questions afterwards. If you give away jerseys or other merchandise as prizes, it is important to clarify who will take care of it. At this point, further information may need to be obtained from the players. Do not underestimate the time involved and clarify the responsibilities for the prizes without delay.

Anyone organising an e-sports tournament lays the foundation with meticulous and detailed preparation. Those who deal with licensing as early as possible will find it much easier to manage all of the following points or phases in an organised and structured manner. Once the formalities have been clarified, all that is needed is a proper set of rules and an exciting game format. And the basic framework of your e-sports event is already in place! The foundation for a successful e-sports tournament has been laid - now your marketing measures and the implementation or production will determine the success of the e-game tournament. As we all know, it's hard to get started! You will certainly not succeed in everything at your first e-sports events. Use the reporting after each tournament to continuously improve.