Anniversary chess tournament checklist

An anniversary chess tournament needs more than boards and players. You need a fixed format, a reliable registration process, clear rules, timed rounds, volunteers, prizes, and a venue that can handle the layout. This checklist puts the work in a practical order, from confirming the date and opening registration to printing score sheets, checking equipment, and setting up tables on the day. Use it to avoid the details that are often left until the final week.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Set the tournament format
2 people
Set the prize money
2 people
Order prizes and cups
Draft invitations
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Draw up tournament rules
2 people
Prepare the match schedule
2 people
Check participant list
2 people
Send confirmation to participants
Confirm venue booking
Book catering
Check the shopping list
2 people
Collect prizes
Do the shopping
2 people
Print score sheets
Make name badges
2 people
Create participant groups
2 people
Set out prizes and materials
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set out the chess boards
3 people
Set the clocks
3 people
Place competition numbers
2 people
Set up registration desk
2 people
Set up the prize table
2 people
Hang decorations
3 people
Place information signs
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set up buffet
3 people
Test audio and microphone
2 people

Event

Staff the registration desk
2 people
Welcome participants
2 people
Collect registration fee
Process last-minute changes
2 people
Opening and introduction
2 people
Guide the First Round
3 people
Enter first-round results
2 people
Assist with the second round
3 people
Enter second-round results
2 people
Serve break drinks
3 people
Refill drinks
2 people
Guide the third round
3 people
Enter third-round results
2 people
Serve the meal
4 people
Clear tables
3 people
Guide the fourth round
3 people
Enter fourth-round results
2 people
Guide the final round
3 people
Check the final standings
2 people
Handle prize ceremony
3 people
Take group photo
2 people
Serve the last refreshments
2 people

Aftercare

Gather chess equipment
3 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Switch off equipment
2 people
Collect lost and found items
Lock up the venue
2 people
Check chess sets
2 people
Return materials
2 people
Return rental items
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Tablesqty 14
Chairsqty 70
Registration desk
Buffet tableqty 3
Prize table
Coat racksqty 2

Sports equipment

Chess boardsqty 35
Chess piecesqty 35
Chess clocksqty 35
Spare chess piecesqty 5
Spare chess clocksqty 3
Presentation board
Demonstration pieces
Score sheetsqty 180
Writing pensqty 80
Clipboardsqty 10
Tournament folder
Name badgesqty 70
Table number cardsqty 35
Prizesqty 8
Cupsqty 3
Medalsqty 20

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 5
Wi-Fi router
Microphone
Speakersqty 2
Microphone stand
Chargersqty 4
Power banksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving utensilsqty 8
Pitchersqty 6
Thermos flasksqty 4
traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Bottle openersqty 3
Waste binsqty 6

Decorations

Anniversary banner
Tableclothsqty 14
Chess decorationsqty 10
Balloonsqty 60
Balloon ribbonqty 2
Tapeqty 4
Ropeqty 2
Scissorsqty 4

Lighting

LED light stringsqty 4
Table lampsqty 6
Spare batteriesqty 24

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Trash bagsqty 50
Paper towelsqty 6
Toilet paperqty 24

Catering

Groceries

Tips

Set the tournament format before sending invitations. State the number of rounds, time control, player limit, registration deadline, and how ties will be decided so participants know what they are signing up for.
Order prizes, cups, and medals early enough to allow for delivery and corrections. Check the complete set against the final categories before the event, rather than discovering a missing prize during the presentation.
Plan the room around the chess boards, not just the number of chairs. Leave space between tables, reserve a registration desk and prize table, and test extension cords, power strips, the printer, microphone, and speakers before players arrive.
Print more score sheets, name badges, and table number cards than the confirmed player count. A practical margin is 10% extra, especially when registrations or pairings change shortly before the first round.
Assign volunteers to specific jobs and times, including registration, pairing support, refreshments, equipment checks, and closing down. Give them the tournament rules, match schedule, participant groups, and a contact number in the tournament folder.

Frequently asked questions

How far in advance should I organise an anniversary chess tournament?: Start the main planning at least 8 to 12 weeks ahead. Confirm the venue, format, prize budget, invitations, registration process, and catering first; complete the participant list and equipment check during the final 7 days.
How many chess boards do I need for a tournament?: For a round where everyone plays, plan one board per game, so one board for every two players. Add at least 2 spare boards, spare pieces, and spare chess clocks so one damaged or missing item does not delay a round.
When should I send invitations for a chess tournament?: Send invitations around 6 to 8 weeks before the event and set the registration deadline 7 to 10 days before it. This gives you time to process registrations, collect dietary requirements, create groups, and send final confirmations.
What should I check the day before an anniversary chess tournament?: Check the confirmed venue booking, participant list, match schedule, rules, prizes, catering, score sheets, badges, table numbers, and all chess equipment. Charge or test the laptop, printer, microphone, speakers, and Wi-Fi router, then pack the materials by station.

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.