Bridge tournament checklist: plan the day without gaps

A bridge tournament needs more than cards and tables. You have to collect registrations, confirm the format, build a schedule, prepare scoring and make sure every table is ready before the first players arrive. This checklist puts the work in a practical order, from invitations and dietary requirements to registration, coffee and prize presentation. It also covers the small jobs that are easy to miss, such as charging Bridgemates, filling bridge cases and printing enough scorecards.

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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
Process registrations
Collect dietary requirements
Confirm venue reservation
Determine the match format
2 people
Create the match schedule
Order prizes
Print participant list
Print scorecards
Create table numbers
Checking prizes
Do the shopping
2 people
Sort cards
2 people
Fill bridge cases
2 people
Charge the scoring equipment
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Place table numbers
2 people
Set out the bridge cases
2 people
Test scoring equipment
2 people
Set up registration desk
2 people
Set up the buffet table
3 people
Prepare coffee and tea
2 people

Event

Receive participants
3 people
Check registrations
2 people
Explain the competition
Guide the First Round
2 people
Refill drinks
2 people
Serve snacks
3 people
Assist with the second round
2 people
Restock break buffet
2 people
Guide the third round
2 people
Serve the evening break
3 people
Guide the fourth round
2 people
Collect scores
2 people
Check final standings
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect bridge cases
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clear buffet
2 people
Collect waste
2 people
Clean the room
3 people
Store scoring equipment
Return borrowed materials
2 people
Send out the results

What to bring

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

Furniture

Bridge and buffet tablesqty 14
Chairsqty 60
Tableclothsqty 14
Registration desk

Tableware

Coffee cupsqty 60
Glassesqty 60
Dessert platesqty 60
Coffee spoonsqty 60
Serving utensilsqty 12

Equipment

Bridge casesqty 14
Playing cardsqty 28
Bied boxesqty 14
Bridgematesqty 14
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4

Office supplies

Scorecardsqty 150
Pen setsqty 20
Participant listsqty 10
Table numbersqty 14
Tapeqty 2
Scissorsqty 2

Decorations

Welcome sign
Round boardqty 4
Trophiesqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Coolersqty 3

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Bucketsqty 2
Mopsqty 2
Hand broomsqty 2

Catering

Groceries

Tips

Set the match format before creating the schedule. Use the final registration count to decide how many tables, rounds and scorecards you need, then print a participant list for the registration desk.
Prepare one complete bridge case for every table, including sorted cards and bidding boxes. Do this before the day itself so missing equipment can be replaced without delaying the first round.
Charge all Bridgemates and test the scoring setup with the laptop before participants arrive. Check extension cords and power strips at the same time, especially if the scoring equipment will be spread across the room.
Set up the room in a fixed sequence: tables first, chairs second, table numbers third, then bridge cases and scoring equipment. Keep registration separate from the playing area so late arrivals do not interrupt a round.
Plan coffee and buffet service around the schedule, not just the start time. Put out cups, glasses, plates, serving utensils and filled thermos flasks before the first break, and keep dietary requirements with the catering notes.

Frequently asked questions

How far in advance should I invite people to a bridge tournament?: Send invitations at least 4 to 6 weeks before the tournament. Set a registration deadline about 7 to 10 days before the event so you can confirm the venue, format, table count and catering.
How many bridge tables do I need for a tournament?: Plan for one bridge table per table in play, with four chairs and one table number at each table. Use the confirmed number of registered players and the chosen format to calculate the final count; keep one spare table available if space allows.
When should I prepare the bridge cases and cards?: Sort the cards and fill every bridge case 1 to 2 days before the tournament. On the event day, check that each table has its case and bidding box before registration opens.
How early should I arrive to set up a bridge tournament?: Allow at least 2 hours before the first round for opening the venue, arranging tables and chairs, setting up registration, testing scoring equipment and preparing coffee. Add extra time if the room or equipment is unfamiliar.

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.