Anniversary Klaverjas Tournament checklist

Organising an Anniversary Klaverjas Tournament takes more than arranging cards and tables. You need a clear registration process, confirmed dietary requirements, tournament rules, round schedules and score sheets before players arrive. Catering also needs timing: soup, toppings, coffee and tableware should be ready without interrupting play. Use this checklist to work through the planning in order, from reserving the venue and ordering prizes to setting up numbered tables on the day.

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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

Send invitations
Open registrations
Process registrations
Collect dietary requirements
Update participant list
Order prizes
Reserve venue
Confirm catering arrangements
Set tournament rules
2 people
Create the round schedule
Create table numbers
Print score sheets
Confirm participants
Check the shopping list
Do the shopping
2 people
Collect prizes
Buy soup and toppings
2 people
Sort groceries
2 people
Prepare soup
2 people
Pack prizes
Prepare materials
2 people

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Place table numbers
Distribute game materials
2 people
Set up the buffet and bar
3 people
Hang decorations
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set up registration desk
Welcome participants
3 people
Give opening briefing
Supervise the first round
2 people
Collect scores
2 people
Serve coffee and snacks
3 people
Supervise the second round
2 people
Refill drinks
2 people
Serve soup and bread
4 people
Support the third round
2 people
Enter interim scores
2 people
Supervise fourth round
2 people
Check final scores
2 people
Handle prize ceremony
2 people
See participants off
2 people

Aftercare

Pack leftover food
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the venue
3 people
Check game materials
Return materials
2 people
Share the results
Send thank-you message

What to bring

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

Furniture

Tablesqty 13
Chairsqty 55
Buffet tablesqty 2

Game materials

Klaverjas cardsqty 15
Score padsqty 15
Pensqty 60
Calculatorsqty 3
Table numbersqty 13
Prizesqty 6

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3

Tableware

Coffee cupsqty 60
Glassesqty 60
Soup bowlsqty 55
Platesqty 60
Spoonsqty 60
Knivesqty 60
Forksqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Soup bowlsqty 4
Serving spoonsqty 4
Soup ladlesqty 55
Serving traysqty 4
Thermos flasksqty 6
Coolersqty 3

Decorations

Tableclothsqty 15
Balloonsqty 50
Buntingqty 6
Flower arrangementsqty 4

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Open registration early enough to confirm the final player list before creating the round schedule. Check dietary requirements at the same time, rather than trying to collect them on the tournament day.
Set the tournament rules before printing score sheets and preparing table numbers. Give participants the rules and their confirmed start details before the event so questions do not delay the first round.
Order prizes with enough lead time to allow for delivery and corrections. Pack them together before opening the venue, and check that the full prize set is present before play begins.
Prepare the soup, toppings and serving equipment before guests arrive, then keep hot drinks and soup service separate from the playing tables. Count bowls, spoons, cups and glasses during setup instead of during a break.
Set up tables, chairs and table numbers before participants enter. Test the laptop, printer, extension cords and power strips in advance, and keep spare pens, score pads and calculators at the control table.

Frequently asked questions

How far in advance should I organise an Anniversary Klaverjas Tournament?: Start at least 6 to 8 weeks before the tournament. Reserve the venue, send invitations and open registration first, then allow time to confirm participants, order prizes and create the schedule.
When should I close registration for a Klaverjas Tournament?: Close registration about 7 to 10 days before the event. This gives you time to process registrations, check dietary requirements, confirm the participant list and print table numbers and score sheets.
How many tables do I need for an Anniversary Klaverjas Tournament?: Plan one playing table for every four players, then add at least one separate table for catering and one control table for registration, scores and materials. Confirm the final table count after registrations close.
What should be ready before players arrive?: Tables, chairs, table numbers, Klaverjas cards, score pads, pens and calculators should be in place at least 30 minutes before opening. Have the participant list, prizes, catering and tested power equipment ready before the first round starts.

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