Chess tournament shopping list

A chess tournament needs more than boards and pieces. You will also need enough clocks, tables, chairs, printed paperwork, power supplies and registration equipment to keep rounds moving. Plan one complete playing setup for every active game, then add spare sets and clocks for faults or missing equipment. This list also covers the practical items people often arrange too late, including name badges, presentation equipment, serving items and coffee supplies.

Use this plan

What to bring

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

Furniture

Game tablesqty 32
Chairsqty 70
Registration desk
Catering tablesqty 3
Prize table

Sports equipment

Chess boardsqty 36
Chess piecesqty 36
Chess clocksqty 36
Spare chess setsqty 4
Spare chess clocksqty 4
Presentation board
Magnetic chess pieces
Competition formsqty 500
Scorecardsqty 100
Bib numbersqty 70
Rule foldersqty 10
Results board
Whiteboard
Whiteboard markersqty 8
Whiteboard eraserqty 2
Prize trophiesqty 6
Medalsqty 12
Certificatesqty 70
Notepadsqty 40

Equipment

Laptopqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Chargersqty 4
Power banksqty 2
Mobile phoneqty 2
Presentation screen
Cable reel

Tableware

Coffee cupsqty 70
Drinking glassesqty 70
Platesqty 70
Forksqty 70
Knivesqty 70
Teaspoonsqty 70
Serving plattersqty 8
Pouring jugsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 2
Storage binsqty 6
Serving tongsqty 6
Bread knivesqty 2

Decorations

Tableclothsqty 8
Name badge holdersqty 70
Round signsqty 36
Directional arrowsqty 8
Prize display

Lighting

Table lampsqty 8
Spare flashlightsqty 6

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 kilograms
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini raisin buns - 70 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Pretzels - 6 bags
- Nut mix - 4 bags
- Rice cakes - 6 packs
- Muesli bars - 80 pieces
- Bananas - 70 pieces
- Apples - 70 pieces
- Grapes - 6 kilograms
- Mini cookies - 8 packs
- Brownies - 80 pieces
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Wooden skewers - 200 pieces
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 6 pieces
- Cleaning cloths - 12 pieces
- Rubber gloves - 4 pairs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Disinfectant wipes - 4 packs
- Sheets of paper - 500 pieces
- Ballpoint pens - 50 pieces
- Pencils - 40 pieces
- Erasers - 20 pieces
- Highlighters - 12 pieces
- Packing tape - 4 rolls
- Labels - 100 pieces
- A4 envelopes - 80 pieces

Cleaning

Waste binsqty 8
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Hand broomqty 4
Toilet brushesqty 2
Handheld vacuum

Tips

Count one chess board, complete set of pieces and chess clock for every game running in a round. Keep at least one spare set and one spare clock available for equipment failures.
Allow one game table and two chairs per board, then add separate tables for registration, catering and prizes. Set these up before players arrive so the playing area stays clear.
Prepare printed competition forms, attendance lists, table layouts and rules before the event. Bring a printer, extension cords and power strips if registration or last-minute printing will happen on site.
Check every clock and spare battery before tournament day, and charge the laptop, phone and other devices the day before. Pack chargers, power banks and a cable reel rather than relying on one wall socket.
For refreshments, count one cup or glass per guest plus extras, and match plates, forks, knives and teaspoons to the number of people eating. Arrange the coffee maker, pouring jugs and serving platters before the first round starts.

Frequently asked questions

How many chess boards do I need for a tournament?: You need one board and one complete set of pieces for every game played at the same time. For example, 32 players require 16 boards for a full round, plus at least one spare set.
How many chess clocks are needed for a chess tournament?: Provide one clock for every active game, so 16 simultaneous games require 16 clocks. Bring at least one tested spare clock and spare batteries to avoid delaying a round.
What should I bring to register chess tournament players?: Set up a registration desk with a laptop or phone, participant and attendance lists, name badges, a printer and printed competition forms. Have the desk ready at least 30 minutes before the advertised start time.
How much tableware do I need for chess tournament catering?: Count one cup or glass, plate and complete set of eating utensils per guest, then add roughly 10% extra for replacements. Prepare serving platters and pouring jugs before catering begins, not between rounds.

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.