Chess tournament shopping list

A chess tournament needs more than boards and pieces. You also need a clock for each active game, printed score sheets, pens, name badges, registration supplies and a clear way to display the schedule. Plan food and drinks around the number of players, volunteers and expected match hours. This checklist helps you buy or bring the equipment, tableware and practical spares that are easy to overlook before opening the venue.

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What to bring

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

Furniture

Tablesqty 34
Chairsqty 75
Registration desk
Catering tableqty 3
Waste binsqty 6

Sports equipment

Chess boardsqty 36
Chess piecesqty 36
Chess clocksqty 36
Spare platesqty 4
Spare clocksqty 4
Conesqty 12
Score sheetsqty 250
Writing pensqty 80
Name badgesqty 80
Bib numbersqty 80
Clipboardsqty 6
Prizesqty 12
Cupsqty 6

Equipment

Laptopqty 2
Printer
Power stripsqty 6
Extension cordsqty 6
Wall clockqty 2
Mobile phonesqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Forksqty 80
Knivesqty 80
Teaspoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 4
Small bowlsqty 12
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 6
Tournament bannersqty 2
Round signsqty 12
Signage boardsqty 8
Pointed tapeqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee filters - 2 packs
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 bottles
- Lemons - 8 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 tubs
- Mandarins - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 6 tubs
- Carrots - 3 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted crackers - 6 packs
- Whole grain crackers - 6 packs
- Rice cakes - 4 packs
- Muesli bars - 80 pieces
- Mini currant buns - 60 pieces
- Small rolls - 80 pieces
- Young cheese - 2,5 kilogram
- Aged cheese - 2 kilogram
- Turkey fillet - 1.5 kilograms
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Butter - 1 kilogram
- Jam - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetable soup - 8 liters
- Soup sticks - 6 packs
- Frozen pizzas - 12 pieces
- Vegetarian pizzas - 6 pieces
- Gluten-free crackers - 3 packs
- Nut-free cookies - 4 packs
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Count one complete chess set and one chess clock for every game running at the same time, then bring at least 1 spare board, set of pieces and clock for equipment failures.
Print at least 2 score sheets per player for a one-day tournament, plus 10% extra. Pack one pen per player and another 10% as replacements.
Prepare registration materials before the doors open: name badges for every participant and volunteer, clipboards, a laptop, printer access and enough paper for last-minute changes.
For catering, provide at least 2 drinking glasses and 2 coffee cups per person when there is no washing-up during the event. Add spare plates, forks, knives and teaspoons for late arrivals or dropped items.
Bring enough power strips and extension cords for the laptop, printer, clocks and any charging points. Test them before the first round, and keep mobile phones available for quick contact with volunteers.

Frequently asked questions

What equipment do I need for a chess tournament?: For each simultaneous game, provide one chess board, one complete set of pieces and one chess clock. Also bring score sheets, pens, a registration desk, clipboards, a laptop or printer, and at least one spare clock and board.
How many chess boards and clocks do I need?: Match the number of boards and clocks to the number of games played at the same time, not the total number of registered players. Add at least 10% backup equipment, or a minimum of one spare board and one spare clock for a small tournament.
How many score sheets and pens should I buy?: Allow 2 score sheets per player for a one-day event and add 10% extra for mistakes or rematches. Provide one pen per player, plus at least 10% spare pens at the registration desk.
How much tableware do I need for a chess tournament?: For an event without dishwashing, plan 2 glasses and 2 coffee cups per person, plus one plate, fork, knife and teaspoon per catering serving. Add 10% spare tableware if players and volunteers will eat in shifts.

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