What to Buy for a Chess Tournament

A chess tournament needs more than boards and pieces. Plan one complete board-and-clock setup for every game in the busiest round, plus spare sets for missing or damaged pieces. You will also need supplies for registration, printed results, refreshments and a clear player setup. Use this list to shop early, then check power, serving and tableware needs before the hall opens.

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What to bring

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

Furniture

Game tablesqty 32
Chairsqty 72
Registration desk
Catering tablesqty 3

Sports equipment

Chess boardsqty 36
Chess piecesqty 36
Digital chess clocksqty 36
Spare chess setsqty 4

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 4
Small sound system

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 10
Serving tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 4

Decorations

Tournament bannersqty 2
Tableclothsqty 6
Name badgesqty 80
Pensqty 40
Prize trophiesqty 3
Certificatesqty 10
Table numbersqty 36

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sandwiches - 80 pieces
- Butter - 4 packs
- Young cheese - 3 packs
- Aged cheese - 3 packs
- Turkey breast - 3 packs
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetable soup - 8 liters
- Tomato soup - 6 liters
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Nut mix - 4 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Cookies - 8 packs
- Brownies - 50 pieces
- Lemons - 6 pieces
- Ice cubes - 10 bags
- Napkins - 10 packs
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Sponges - 6 pieces
- Tea towels - 8 pieces

Tips

Count one chess board, complete set of pieces and chess clock for every game played at once. Add at least two spare chess sets and check every clock before the tournament day.
Buy or bring registration supplies for the full participant list: name badges, pens, a laptop, printer and enough paper for pairings, rules and results. Test the printer and extension leads at least one day beforehand.
For drinks, plan two to three servings per player for the first hour, then one serving per additional hour. Chill drinks in coolers and prepare coffee, tea and hot water in thermos flasks before the first round.
Match tableware to the maximum number of people eating at once, not just the number of players. Count reusable glasses, coffee cups, plates and cutlery, then add roughly 10% for replacements.
Buy prizes and certificates before registration closes, so the final number of awards is known in time. Keep banners, tablecloths and name badges together with the setup supplies instead of leaving them for tournament morning.

Frequently asked questions

How many chess sets do I need for a tournament?: Count one complete chess set for every game played simultaneously. For example, 32 players need 16 boards and sets in a full round; bring at least two spare sets as backup.
How many chess clocks are needed for a chess tournament?: You need one working chess clock per active board. For 16 games running at once, prepare 16 clocks and test them at least 24 hours before the first round.
How much food and drink should I buy for a chess tournament?: Plan two to three drinks per person during the first hour, then one per person for each additional hour. Buy food for the registered participant count plus about 10% extra, especially when dietary requirements were collected in advance.
When should I buy supplies for a chess tournament?: Buy prizes, certificates and non-perishable serving supplies at least one week ahead. Check boards, clocks, printer supplies, power strips and catering items again 24 hours before the event.

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