Bridge evening checklist

A bridge evening runs smoothly when the practical details are settled before players arrive. Confirm the format, registrations and dietary requirements first, then prepare the match schedule, rounds and scoring materials. On the day, allow time to ventilate the room, arrange numbered tables, lay out the cards and set up refreshments. This checklist covers the sequence from venue planning to the final table check, including details that are easy to leave until too late.

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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 venue
Determine bridge format
2 people
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Reservation for tables and chairs
Create the match schedule
Arrange prizes and certificates
Prepare the Game Rounds
2 people
Check participant list
Create the table layout
Check the shopping list
Do the shopping
2 people
Chill drinks
Check playing cards
2 people
Sort Score Sheets and Labels
2 people

Event

Open venue
2 people
Ventilate room
2 people
Set up tables
4 people
Set up chairs
3 people
Number the tables
2 people
Lay out bridge cards
2 people
Set up the scoring table
2 people
Set up the buffet and drinks
3 people
Set up the reception table
2 people
Receive participants
3 people
Check registration
2 people
Give game instructions
Supervise the first round
2 people
Refill drinks
2 people
Refill snacks
2 people
Lead game rounds
2 people
Collect score sheets
Calculate the final score
2 people
Present prizes
See participants off
2 people

Aftercare

Clear away food and drinks
3 people
Collect bridge cards
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the room
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Bridge tablesqty 10
Chairsqty 40
Buffet tablesqty 2
Coat rack

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 50
Cutlery setsqty 50
Serving traysqty 8

Game materials

Bridge cardsqty 12
Bridgeboardsqty 30
Bid boxesqty 40
Score sheetsqty 60
Pencilsqty 50
Table number cardsqty 10
Pair labelsqty 40
Running sheetsqty 12
Stopwatchesqty 2
Calculatorsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4

Kitchen

Soup potsqty 2
Serving spoonsqty 4
Bread knivesqty 2
Cutting boardsqty 3
Coolersqty 3

Decorations

Tableclothsqty 12
Name badgesqty 45
Wayfinding signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the bridge format before sending invitations, because the number of rounds, tables and playing materials depends on it. Confirm registrations after the deadline and use the final list to build the match schedule.
Check dietary requirements when processing registrations, not on the evening itself. Use the confirmed responses to plan the buffet, drinks and serving equipment before shopping.
Prepare the table plan, table numbers, pair labels, score sheets and running sheets before opening the venue. Put one complete set at each table so players are not waiting for pencils or paperwork.
Allow at least 60 minutes before the first round for ventilation, table and chair setup, numbering tables, laying out cards and arranging the scoring table. Start chilling drinks and preparing hot drinks during this setup period.
Check every bridge table for cards, bridgeboards, bid boxes and stopwatches before players sit down. Keep calculators and spare pencils at the scoring table so scoring questions do not interrupt a round.

Frequently asked questions

How far in advance should I organise a bridge evening?: Reserve the venue and decide the bridge format at least 6 to 8 weeks before the event. Send invitations early enough to leave 1 to 2 weeks for registrations and follow-up confirmations.
How long before a bridge evening should I confirm the player list?: Close registrations around 7 to 10 days before the evening, then confirm the final player list within 2 days. Use that list to create the match schedule, table layout and pair labels.
How much setup time is needed for a bridge evening?: Allow at least 60 minutes before the first round for room preparation and table setup. Add another 15 to 20 minutes if the cards, score sheets or refreshments still need sorting at the venue.
What should I check at each bridge table?: Place the bridge cards, bridgeboards, bid boxes, score sheets, pencils and table number at every table. Complete this check 30 minutes before the start, leaving time to replace missing or damaged items.

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