Anniversary darts tournament checklist

An anniversary darts tournament needs more than boards and a list of players. You need a confirmed room and timetable, a tournament format, registrations, working equipment and a match schedule that keeps play moving. This checklist takes you from the first booking through participant arrival, including the details people often leave too late: dietary requirements, spare darts parts, board lighting, printed scores and chilled drinks. Use it to coordinate the preparation without rebuilding the plan from scratch.

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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

Reserve the room
Record date and times
Set the tournament format
2 people
Set the rules of the game
Send invitations
2 people
Process registrations
Collect dietary requirements
Order prizes
Check dartboards
2 people
Check spare arrows
Create the match schedule
2 people
Print participant list
Do the shopping
2 people
Chill drinks
2 people
Set up tables and chairs
3 people
Hang dartboards
3 people
Mark out the oche lines
2 people
Set up score tables
2 people
Set up the registration table
Hang decorations
2 people
Set up the catering table
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Display prizes

Event

Receive participants
3 people
Register entry fees
2 people
Explain the tournament
Supervise the first round
3 people
Update interim results
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Support the final rounds
3 people
Announce the winners
Present prizes
2 people
Handle the final round of drinks
2 people

Aftercare

Gather darts supplies
3 people
Sort waste
2 people
Wash dishes
3 people
Clean the room
3 people
Remove decorations
2 people
Put furniture back
3 people
Chill leftover food
Return borrowed items
2 people
Check the deposit and cash register
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 8
Clothes racksqty 2
Waste binsqty 6

Sports equipment

Dartboardsqty 6
Dartboard lightingqty 6
Dart matsqty 6
Dart arrowsqty 24
Scoreboardsqty 6
Scoreboard calculatorsqty 6
Board markersqty 12
Reserve flightsqty 60

Equipment

Laptop
Printer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speaker

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Pitcherqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Prize table sign

Lighting

String lightsqty 4
Battery lanternsqty 4

Kitchen

Serving traysqty 6
Pliersqty 6
Small bowlsqty 12
Bottle openersqty 4
Lockable storage containersqty 8

Catering

Dart trophiesqty 3
Medal ribbonsqty 12
Prize envelopesqty 6
Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 3

Tips

Confirm the room, date and playing hours before inviting anyone. Allow enough time before the first match to hang the dartboards, mark the oche lines, set up score tables and test the lighting.
Choose the tournament format and rules before processing registrations. Send the same information with the invitations so players know how matches will work and you can build a realistic schedule.
Check every dartboard, set of darts, scoreboard and calculator at least one week before the event. Keep spare flights and arrows available; a small equipment failure can otherwise stop an entire match.
Collect dietary requirements when registrations come in, not on the event day. Order prizes early enough for delivery, then prepare a clearly marked prize table so awards do not get misplaced during setup.
Create and print the participant list and match schedule before the room opens. Chill drinks in advance, set up coffee and tea equipment, and leave a separate registration table for receiving participants.

Frequently asked questions

How far in advance should I plan an anniversary darts tournament?: Start booking the room and setting the format at least 6 to 8 weeks ahead. Send invitations once the date, times and basic rules are fixed, then close registrations early enough to create the match schedule.
How many dartboards do I need for a tournament?: The number depends on your format and available playing time. As a practical starting point, one active board handles one match at a time, so calculate the number of simultaneous matches from your schedule and check every board before the event.
When should I create the darts tournament schedule?: Create the schedule after registrations close and participant details are checked, ideally 3 to 5 days before the tournament. Print a participant list and copies of the schedule so players and scorekeepers can find their next match quickly.
When should I order prizes for an anniversary darts tournament?: Order prizes as soon as the tournament date and award categories are confirmed, preferably at least 2 to 3 weeks before the event. This gives you time to resolve delivery problems and display everything on the prize table.

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.