Checkers tournament checklist

A checkers tournament runs smoothly when the format, equipment, and player flow are settled before event day. Decide how matches will work, confirm registrations, and order prizes early enough to avoid last-minute changes. On the day, allow time for tables, clocks, registration, refreshments, and clear signs before the first round starts. This checklist covers the planning sequence, including spare boards and pieces, printed schedules, drinks, snacks, and prize money.

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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 the tournament format
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants
Order prizes
Check checker sets
2 people
Create a shopping list
2 people
Do the shopping
2 people
Lay out prize money
Print tournament schedule
Print participant lists
Create the route and signage
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up checkers tables
3 people
Set up the registration table
2 people
Set up the catering table
3 people
Hang decorations
2 people
Display prizes
Lay out game cards
2 people

Event

Staff the welcome desk
2 people
Register participants
2 people
Explain the tournament
Supervise the first round
3 people
Process results
2 people
Refill drinks
2 people
Serve snacks
2 people
Lead game rounds
3 people
Clear tables during breaks
2 people
Lead the final
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Collect checkers sets
3 people
Dismantle furniture
4 people
Wash dishes
3 people
Clean the venue
4 people
Empty the coolers
2 people
Check materials
2 people
Return borrowed items
2 people
Send results to participants

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 70
Registration desk
Catering tableqty 2
Waste binsqty 4

Sports equipment

Draughts setsqty 30
Chess clocksqty 10
Spare checkers piecesqty 6
Spare checkers boardsqty 3
Chess clock batteriesqty 20

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Mobile phoneqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Knivesqty 4

Decorations

Buntingqty 4
Tableclothsqty 8
Wayfinding signsqty 6
Name stickersqty 80

Catering

Groceries

Tips

Choose the tournament format before sending invitations. State the number of rounds, time control, tie-break method, and the latest registration date so players know what they are signing up for.
Check every draughts set and chess clock at least one week before the tournament. Test the clock batteries and keep spare boards, pieces, and batteries ready for equipment failures.
Close registrations several days before the event and use the final list to print participant names, schedules, and name stickers. Confirm dietary requirements before shopping for snacks and drinks.
Plan the room around player movement: place the registration desk near the entrance, leave clear routes between tables, and keep the catering table away from game boards and clock cables.
Open the venue at least 90 minutes before the first match. Set up tables, chairs, game cards, signs, prizes, refreshments, and power connections before participants arrive.

Frequently asked questions

How far in advance should I plan a checkers tournament?: Start planning at least 4 to 6 weeks ahead. Reserve the venue first, then publish the format and invitation details; close registrations several days before the tournament so schedules and participant lists can be printed.
How many checkers sets do I need for a tournament?: Prepare one complete set for every game played in a round, plus at least 2 spare boards and 2 spare sets of pieces. If you run 16 games at once, bring 16 working sets and the spares.
How early should I arrive to set up a checkers tournament?: Allow at least 90 minutes before the first round. This gives you time to arrange tables and chairs, test chess clocks, set up registration and catering, display prizes, and put up route signs.
What refreshments should I prepare for a checkers tournament?: Plan drinks and snacks for the full tournament duration, with water, coffee, and tea available throughout. Buy enough reusable cups, plates, and cutlery for every participant and allow extra portions for organisers and late arrivals.

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