Esports Tournaments: Behind the Scenes of Organizing a Major Event
Esports has evolved from a niche activity into a global phenomenon, with major tournaments attracting millions of viewers both online and in person. From massive multiplayer online battle arena (MOBA) championships to first-person shooter (FPS) tournaments, esports events are becoming as prestigious as traditional sports. But behind every successful esports tournament, there is an intricate web of planning, coordination, and logistics that make it possible. Organizing a major esports event requires careful attention to detail, a skilled team, and cutting-edge technology to ensure smooth execution.
In this article, we’ll take you behind the scenes to explore what goes into organizing a large-scale esports tournament—from the initial planning stages to the final match of the event.
1. Event Concept and Planning: Setting the Stage
The first step in organizing any major esports tournament is defining the event’s concept. This includes choosing the game(s) to be featured, determining the event’s scale, and setting a timeline. The organizing team will also need to consider the event’s goals—whether it’s to crown a champion, promote a new game, or raise awareness for a brand or sponsor.
Choosing the Game(s)
The choice of game is crucial as it will dictate the target audience, the format of the tournament, and even the venue. Most major tournaments revolve around popular titles such as:
- League of Legends (LoL)
- Dota 2
- CS:GO
- Fortnite
- Valorant
- Overwatch
The game selected needs to be competitive, balanced, and have a large enough community to support a tournament. Often, developers of popular games partner with tournament organizers to sponsor or co-organize the event.
Event Format and Structure
The format of the event depends on several factors, including the number of teams, the type of game, and the tournament’s goal (e.g., a one-day open tournament or a multi-week league). Common formats include:
- Single-elimination: Teams are eliminated after losing one match. This is common in shorter, high-stakes tournaments.
- Double-elimination: Teams are given a second chance, as they are eliminated after two losses.
- Round-robin: Every team plays against every other team, often used in league-based formats or larger events.
Organizers also need to consider how the prize pool will be distributed, the tournament’s duration, and whether it will feature group stages, semifinals, finals, etc.
2. Securing Partnerships and Sponsorships
One of the most critical elements of organizing a major esports event is securing sponsorships and partnerships. Esports tournaments often involve significant financial investments, from venue costs to prize pools and production expenses. Sponsors are crucial to making these events feasible.
Sponsorship Opportunities
Sponsors can range from hardware companies (e.g., Logitech, Razer, Corsair) to game publishers (e.g., Riot Games or Blizzard Entertainment) and even non-endemic brands like automobile manufacturers or snack companies. Sponsorship deals are typically secured months in advance and often include:
- Branding: Sponsor logos on event materials, jerseys, and promotional content.
- Prize Pools: Sponsors may contribute directly to the prize pool to increase the stakes of the competition.
- Activation Opportunities: Brands may create interactive experiences or merchandise for fans attending the event.
Broadcast and Media Rights
Securing broadcast rights and media partnerships is another vital aspect of organizing a major esports tournament. Global streaming platforms like Twitch, YouTube Gaming, or Facebook Gaming often partner with tournament organizers to stream the event live to millions of viewers. Media rights can be a lucrative revenue stream for esports organizations, and these deals typically involve advertising and sponsorships as well.
3. Venue Selection: Physical and Virtual Considerations
While many esports tournaments take place online, major events often require a physical venue, especially for events with large live audiences or when a live experience is key to the event’s appeal.
Selecting the Right Venue
Choosing the right venue is vital, and several factors must be considered:
- Capacity: The venue should be large enough to accommodate players, production crews, and spectators. Some esports tournaments can fill large stadiums (e.g., The International Dota 2 finals at the Rogers Arena in Vancouver).
- Location: The city or region where the event is held can have a significant impact on attendance. Popular esports hubs include Los Angeles, Seoul, and Shanghai, but events can be organized globally.
- Infrastructure: The venue should have robust internet connectivity, electrical infrastructure, and security systems to support the high demands of live broadcasting, gaming, and audience participation.
- Accessibility: The venue needs to be accessible for players and fans, with considerations for travel, accommodation, and public transportation.
Virtual Tournaments
For online-only tournaments or hybrid events, the setup is different. Organizers focus on ensuring:
- High-speed Internet: A stable and fast internet connection is essential for players to avoid latency issues during matches.
- Server Stability: In games like Fortnite or League of Legends, the server must be robust enough to handle a large number of players, including fans watching the streams.
4. Player Recruitment and Seeding: Getting the Best Talent
Esports tournaments attract top talent from all over the world. Organizers must manage player recruitment, seeding, and team invitations to ensure the competition is high-quality and exciting.
Invited vs. Open Tournaments
Tournaments can either be invite-only (where top players and teams are directly invited to compete) or open (where players or teams must qualify through online or regional qualifiers).
- Invited Teams: Major tournaments often invite the best teams based on their previous performances in competitive circuits or regional rankings. For example, The International Dota 2 event invites the top teams from around the world.
- Qualifiers: Open qualifiers are an important way for up-and-coming teams or solo players to break into the competitive scene. These qualifiers often take place online or at regional events, with the top performers earning a spot in the main event.
Seeding
Seeding is the process of determining which teams play against each other in the early rounds. A fair seeding system ensures that teams of similar skill levels compete against each other, which helps maintain a balanced and exciting competition.
5. Production and Broadcast: Creating the Experience
The production and broadcasting of an esports tournament are what bring it to life for viewers around the world. Behind every major event, there’s a complex team of directors, camera operators, and technical experts making sure the broadcast runs smoothly.
Broadcast Setup
- Cameras: Multiple cameras are used to capture live gameplay, crowd reactions, and behind-the-scenes action. Some tournaments also use drone cameras or cameras attached to players’ gear for unique perspectives.
- Commentary and Analysts: Every major tournament features live commentary and analysis by experts and former professional players. These commentators provide play-by-play narration, strategic breakdowns, and color commentary to engage the audience.
- Graphics and Visuals: Aesthetic design, including overlays, in-game scoreboards, and animations, are crucial for making the event visually appealing and easy to follow.
Live Streaming and Social Media
- Streaming Platforms: Events are often broadcast live on platforms like Twitch, YouTube Gaming, and Facebook Gaming. These platforms provide live streaming, interactive features, and a global audience.
- Engagement: Organizers use social media to build excitement before the event, engage viewers during the event, and sustain interest afterward. Hashtags, polls, behind-the-scenes content, and influencer collaborations are all part of the marketing strategy.
6. Logistics and On-Site Management: Making it All Happen
The logistics of running an esports tournament are no less complicated than those of traditional sports events. Organizers need to ensure everything runs smoothly, from the moment players arrive at the venue to the final match.
Player and Staff Coordination
- Travel and Accommodations: Organizers must arrange flights, hotels, and transportation for players, staff, and special guests.
- Backstage Setup: The player’s area, often called the “player’s lounge” or “green room,” must be equipped with gaming PCs or consoles, comfortable seating, food, and a quiet environment.
- Event Staff: Volunteers, security personnel, and technical staff are essential to ensure the smooth running of the event. From managing crowds to handling technical issues, these team members play key roles.
Security and Safety
Ensuring the safety of players, staff, and attendees is paramount. Organizers must implement security protocols, including metal detectors, bag checks, and secure online systems for ticketing and payments.
7. Post-Event Wrap-Up: Evaluation and Future Planning
Once the tournament concludes, the work isn’t over. Organizers will assess every aspect of the event to see what went well and what could be improved for next time.
Post-Event Review
- Feedback: Gathering feedback from players, fans, and staff helps identify areas of improvement.
- Financial Evaluation: Organizers will assess the revenue generated from sponsorships, ticket sales, merchandise, and media rights to determine if the event met its financial goals.
Building on Success
Successful tournaments often set the stage for future events. Organizers use the momentum of a well-executed tournament to grow the brand, attract new sponsors, and expand the reach of the event.