What to buy for a chess tournament

A chess tournament needs more than boards and pieces. You also need enough clocks, score sheets, pens, registration materials, power supplies and refreshments to keep every round moving. Use the number of playing tables as your starting point: plan one complete board, piece set and clock for each table, plus spares. Buy or gather consumables before setup day, because missing pens, printer paper or name-badge holders can delay registration just as easily as missing chess equipment.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 70
Tableclothsqty 6

Sports equipment

Chess boardsqty 32
Chess piecesqty 32
Chess clocksqty 32
Spare chess clocksqty 4
Spare chess piecesqty 4

Office

Score sheetsqty 250
Ballpoint pensqty 80
Name badgesqty 80
Name card holdersqty 80
Registration foldersqty 4
Clipboardsqty 6
Whiteboardsqty 2
Whiteboard markersqty 8
Printer paperqty 500
Tapeqty 4
Scissorsqty 2
Sticky notesqty 6

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Teapotsqty 2
Small bowlsqty 12

Kitchen

Coolersqty 4
Serving traysqty 6
Bread tongsqty 4
Water jugsqty 6

Decorations

Round signsqty 6
Table numbersqty 32
Directional signsqty 8
Prize trophiesqty 6
Medal ribbonsqty 6

Cleaning

Broomqty 2
Centerpieceqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 120 pieces
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Cheese sandwiches - 35 pieces
- Ham sandwiches - 25 pieces
- Chicken sandwich rolls - 15 pieces
- Vegan sandwiches - 10 pieces
- Gluten-free buns - 5 pieces
- Unsalted butter - 2 packs
- Jam - 2 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 6 packs
- Muesli bars - 60 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 bunches
- Mandarins - 30 pieces
- Lemons - 6 pieces
- Peppermint - 4 bags
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Toilet freshener - 2 pieces

Tips

Count playing tables before shopping. For each table, prepare one chessboard, one complete set of pieces, one chess clock and a score sheet for every player; keep at least 1–2 spare piece sets and clocks available.
Print score sheets, round pairings and registration materials before the event. Bring at least 10% more copies than the expected number of players, plus extra printer paper for last-minute changes.
Plan refreshments by tournament length rather than by headcount alone. For a half-day event, allow roughly 2–3 drinks per person, with reusable cups, plates and cutlery ready before the first round.
Pack the administration supplies together: pens, name badges, holders, clipboards, sticky notes, tape and scissors. Take at least two pens per playing table so a lost pen does not interrupt scoring.
Check power needs for the laptop, printer and tournament equipment before arrival. Bring extension cords, power strips and charged power banks, and test the printer and tournament software before registration opens.

Frequently asked questions

How many chess boards do I need for a tournament?: You need one board for each playing table, so 20 tables require 20 boards. Add at least 1–2 spare boards or piece sets for damaged or incomplete equipment.
How many chess clocks are needed for a chess tournament?: Plan one working clock per playing table. For 20 tables, bring 20 clocks plus 1–2 reserve clocks, and check batteries or charging before the first round.
How many score sheets and pens should I buy?: Prepare at least two score sheets per player for a one-day tournament, then add 10% for mistakes and reprints. Provide two pens per table, with extra pens at registration and the referee desk.
When should I print chess tournament pairings and name badges?: Print name badges and the initial participant list before the event, then print or prepare round pairings after registrations are checked. Keep enough paper and printer supplies for changes during the final 30 minutes before each round.

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