Bridge drive checklist: what to arrange and when

A bridge drive needs more than cards and tables. You have to settle the bridge system, competition format and race official before sending invitations, then track registrations and dietary requirements before ordering catering. In the final week, prepare the table layout, start numbers, match schedules and score sheets. On the day, allow time to check the scoring computer, arrange boards and open registration before play begins.

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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
Determine bridge system
2 people
Set competition format
2 people
Confirm race official
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Close the participant list
Create the table layout
2 people
Assign start numbers
2 people
Print match schedule
Print score sheets
Send directions
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Set out prizes
Check cards and boards
2 people
Test the scoring computer

Event

Open hall
2 people
Set up tables
4 people
Set up chairs
3 people
Number bridge tables
2 people
Lay out boards
3 people
Set up the scoring table
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Place information signs
Open registration
2 people
Receive participants
3 people
Give game instructions
Guide the First Round
2 people
Collect score sheets
2 people
Pass boards along
3 people
Refill drinks
2 people
Serve snacks
2 people
Enter interim results
Restock the buffet
3 people
Check final standings
2 people
Announce the winners
Present prizes
2 people

Aftercare

Collect tableware
3 people
Collect play materials
3 people
Clear tables and chairs
4 people
Sort and remove waste
2 people
Clean the room
3 people
Clean the kitchen
2 people
Archive score data
Send results to participants
Return borrowed items
2 people

What to bring

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

Furniture

Bridge tablesqty 12
Chairsqty 48
Buffet tablesqty 2
Registration desk
Tableclothsqty 14

Game materials

Bridgeboardsqty 24
Playing cardsqty 48
Bridge foldersqty 48
Bied boxesqty 48
Competition clock
Prizesqty 6

Paperwork

Score sheetsqty 80
Travel formsqty 40
Participant listsqty 15
Match schedulesqty 15
Table numbersqty 12
Information boardsqty 4
Pen setsqty 15

Equipment

Laptop
Printer
Printer paperqty 2
Printer cartridges
Extension cordsqty 3
Power stripsqty 3
Calculatorsqty 2

Tableware

Water glassesqty 60
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 8
Serving utensilsqty 8
Cutting boardsqty 2
Bread knivesqty 2
Kitchen towelsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Reserve the room before opening registration, and confirm that it has space for the required bridge tables, chairs, buffet tables and registration desk. Check access time as well, because setting up numbered tables and laying out boards takes longer than simply putting out chairs.
Choose the bridge system and competition format before invitations go out. Players need to know what they are entering, while the race official needs the final format to prepare the match schedule and scoring process.
Close the participant list before creating the table layout and assigning start numbers. Printing schedules too early creates avoidable rework when pairs withdraw or new dietary requirements arrive.
Test the scoring computer, printer, printer paper and cartridges before event day. Keep printed score sheets, participant lists and match schedules available as a backup if the computer or printer fails.
Chill drinks and set out prizes before players arrive, but check cards, boards, bidding boxes and the competition clock during setup. A short equipment check at every numbered table can prevent a delayed first round.

Frequently asked questions

How far in advance should I send bridge drive invitations?: Send invitations once the room, bridge system, competition format and race official are confirmed. A practical deadline is 4 to 6 weeks before the drive, leaving time to process registrations and collect dietary requirements.
When should I close registration for a bridge drive?: Close the participant list at least 5 to 7 days before the event. That gives you time to create the table layout, assign start numbers and print the final match schedules and participant lists.
How many bridge tables do I need for a bridge drive?: Plan one bridge table for every table in play, with four chairs per table. Confirm the final number after registration closes, then add any tables needed for movement, officials or practical space.
What should I prepare the day before a bridge drive?: Print the score sheets, match schedules, table numbers and information boards, and check the laptop, printer and scoring computer the day before. Also confirm catering, chill the drinks if possible and pack the cards, boards and bidding boxes together.

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.