Checkers tournament checklist

A checkers tournament needs more than boards and players. You need a fixed schedule, clear rules, a registration process, enough match materials and people who know what to do when play starts. This checklist puts the work in order, from booking the playroom and opening registration to printing score sheets, setting up tables and checking prizes. Use it to avoid the details that are often left until the last day, especially group schedules, dietary information and spare equipment.

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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

Set tournament date
Reserve play location
Draw up the match schedule
2 people
Set tournament rules
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Appoint separating judges
2 people
Order prizes
Order catering
Close the participant list
Create group-based schedule
2 people
Print match cards
Print score sheets
Inform participants
Do the shopping
2 people
Checking prizes
Sort tournament materials
2 people
Pick up venue keys
Open the playroom
2 people
Set up tables
4 people
Set out chairs
3 people
Set Out Checkers Boards
3 people
Set up chess clocks
2 people
Set up registration desk
2 people
Set up catering
3 people
Hang decorations
2 people
Test sound system
2 people

Event

Register participants
4 people
Explain the tournament rules
Guide the First Round
4 people
Process results
2 people
Refill drinks
2 people
Refill snacks
2 people
Set up the next rounds
2 people
Take reports from referees
2 people
Assist with the second round
4 people
Guide the third round
4 people
Restock break buffet
2 people
Guide the fourth round
4 people
Serve the hot meal
4 people
Guide the final round
4 people
Check the final standings
2 people
Handle prize ceremony
3 people
See participants off
2 people

Aftercare

Collect the checkers boards
3 people
Clear tables and chairs
5 people
Collect waste
3 people
Wash dishes
3 people
Clean the playroom
4 people
Switch off equipment
2 people
Remove decorations
2 people
Return borrowed materials
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Checkers boardsqty 40
Checkers setsqty 40
Chess clocksqty 20
Spare chess clocksqty 2
Divider signsqty 40
Scoreboard

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 6
Serving spoonsqty 4
Cutting boardsqty 3
Knivesqty 6

Equipment

Laptopqty 2
Tabletsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Speakersqty 2
Microphone
Presentation screen

Decorations

Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Directional signsqty 8

Lighting

String lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the tournament date and reserve the play location before opening registration. Keep enough time before the first match for key pickup, room setup and a short volunteer briefing.
Write the tournament rules and match schedule before sending invitations. Once registrations are processed, close the participant list and create the group-based schedule rather than changing pairings at the last minute.
Collect dietary requirements during registration, then order catering after you know the final participant count. Plan separate serving areas and enough cups, plates and cutlery for the meal and drinks.
Print match cards and score sheets before tournament day, and prepare more copies than the number of scheduled matches. Check the printer, laptop, tablets, extension cords and power strips before leaving for the venue.
Assign judges and volunteers to specific jobs, including registration, score collection and room support. On the day, pick up the venue keys, open the playroom, set out chairs and tables, then place boards, checkers sets and spare chess clocks before participants arrive.

Frequently asked questions

How far in advance should I open registration for a checkers tournament?: Open registration only after the date, venue, rules and initial match format are confirmed. A practical schedule is to allow at least 2 weeks for registrations and to close the participant list several days before the tournament so you can create the final group schedule.
How many checkers boards do I need for a tournament?: You need one board and one checkers set for every match played at the same time, plus at least 1 spare set for damaged or missing pieces. Count the maximum number of simultaneous matches from your schedule, not the total number of participants.
When should I print tournament score sheets and match cards?: Print them after the participant list is closed and the group-based schedule is final. Finish printing at least 1 day before the event, and bring extra copies in case a sheet is lost or a match has to be rescheduled.
How early should volunteers arrive for a checkers tournament?: Have volunteers arrive at least 60 minutes before the first match. That gives you time to pick up the venue keys, open the playroom, set up tables and chairs, place the boards, test the clocks and prepare registration.

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.