What you need for a chess tournament

A chess tournament needs more than boards and pieces. For every game, prepare one board, one complete set of pieces, one clock and score sheets for both players. You will also need registration supplies, a visible results board, prizes, refreshments and enough spare equipment to handle missing or damaged items. This checklist helps you buy or bring everything before players arrive, rather than discovering gaps between rounds.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 50
Registration desk
Buffet tableqty 2

Sports equipment

Chess boardsqty 24
Chess piecesqty 24
Chess clocksqty 24
Spare chess setsqty 2
Spare chess clocksqty 2
Scoreboard
Whiteboard
Whiteboard markersqty 4
Pensqty 50
Score sheetsqty 150
Name badgesqty 50
Prizesqty 6

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Speaker

Tableware

Reusable cupsqty 60
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Serving plattersqty 8
Serving tongsqty 4

Decorations

Tableclothsqty 8
Round signsqty 6
Directional signsqty 8

Lighting

Table lampsqty 12

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Mini water bottles - 50 pieces
- Sandwich rolls - 60 pieces
- Whole grain bread - 4 loaves
- Ham - 1,5 kilo
- Cheese - 2 kilos
- Chicken breast - 1 kilo
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Stroopwafels - 4 packs
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Gluten-free rolls - 6 pieces
- Vegan spreads - 2 packs
- Napkins - 200 pieces
- Paper plates - 60 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces

Tips

Count one chessboard, one complete set of pieces and one chess clock per game in the largest round. Add at least one spare set and one spare clock so a broken or missing item does not delay play.
Bring two pens per active game plus extra pens at the registration desk. Players need to record moves, and pens are easy to overlook when buying tournament supplies.
Prepare one name badge per participant, plus at least 10% extra for late registrations or damaged badges. Keep the registration desk supplied with the participant list and a printer if names may change.
Plan refreshments by attendance: allow two drinks per person for the first hour, then one drink per person for each additional hour. Bring separate coffee cups, reusable cups, plates and cutlery rather than assuming the venue has enough.
Pack extension cords and power strips for every group of chess clocks, the laptop, printer and coffee equipment. Test the setup before the first round and keep spare batteries or charging options available where applicable.

Frequently asked questions

How many chess sets do I need for a tournament?: Count one complete board-and-piece set for every game played in the busiest round. Add at least one spare chess set, and preferably two if you expect more than 40 players or several rounds.
How many chess clocks are needed for a chess tournament?: You need one chess clock per game in the largest round. Bring at least one spare clock for every 10 to 15 active clocks, so a tournament using 20 clocks should have two additional clocks available.
How many score sheets and pens should I buy?: Prepare two score sheets per player for each planned game, plus 10% extra for mistakes, lost sheets or tiebreak games. Provide at least two pens per game and another 10 pens at the registration desk.
What refreshments do I need for a chess tournament?: For each attendee, plan two drinks during the first hour and one additional drink for every following hour. Add coffee, tea, water, cups, plates, cutlery and serving platters, and buy enough food for the full scheduled duration rather than only the opening round.

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