What to Buy for a Chess Tournament

A chess tournament needs more than boards and pieces. Before shopping, count registered players, divide them into matches, and add spare supplies for late arrivals, damaged pieces, and lost pens. You will need chess equipment for every active board, printed materials for registration and scoring, and enough tableware and drinks for the planned breaks. This list also covers practical items that are easy to leave until the last minute, such as extension cords, coolers, prizes, and materials for the tournament desk.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Clothing rack

Sports equipment

Chess boardsqty 28
Chess piecesqty 28
Chess clocksqty 28
Demonstration chessboard
Spare chess piecesqty 2

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Calculator

Office

Score sheetsqty 150
Pensqty 60
Notepadsqty 10
Participant badgesqty 60
Table cardsqty 28
A4 paperqty 2
Tapeqty 2
Scissorsqty 2

Decorations

Tournament banner
Scoreboard holdersqty 3

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee makerqty 2
Hot drink urnsqty 4
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Butter cookies - 6 packs
- Sirup waffles - 6 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Sandwiches - 60 pieces
- Vegetarian sandwiches - 15 pieces
- Wraps - 40 pieces
- Vegetarian wraps - 15 pieces
- Vegetable soup - 8 liters
- Breadsticks - 4 packs
- Mini rolls - 60 pcs
- Hummus - 1 kilo
- Young matured cheese - 2 kilos
- Ham - 1,5 kilo
- Cucumbers - 4 pieces
- Tomatoes - 2 kilos
- Lettuce - 3 heads
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Rinse aid - 1 bottle

Tips

Plan one complete chessboard and one working chess clock for every game played at the same time. Add at least 1–2 spare sets of pieces and test every clock before the tournament.
Buy or print enough score sheets for every player in each round, then add 10–20% extra. Pack several dozen pens so scoring does not stop when a pen runs dry or disappears.
For registration, prepare one participant badge per player plus 5–10 blank badges for changes on the day. Keep a calculator, notepads, tape, scissors, and spare A4 paper at the desk.
Count coffee cups, drinking glasses, plates, and cutlery sets against the number of participants and staff, adding around 10% if the event lasts several hours. Arrange coolers or chilled storage before drinks arrive.
Order prizes early enough to check names, categories, and quantities before packing them. Keep the prizes, table cards, banner, and scoreboard holders together so they are not left behind when the venue opens.

Frequently asked questions

How many chess boards and clocks do I need for a tournament?: You need one board, one complete set of pieces, and one working chess clock for each game running at the same time. For 32 players in 16 simultaneous games, prepare 16 boards and clocks, plus 1–2 spare sets of pieces.
How many score sheets should I print for a chess tournament?: Print one score sheet for each player in every round, then add 10–20% extra for mistakes and replacements. For 32 players playing 5 rounds, that means at least 160 sheets, with roughly 16–32 additional copies.
What drinks and tableware do I need for a chess tournament?: Count one cup or glass per planned serving and add about 10% extra for staff, spills, and replacements. For a four-hour event, plan roughly 2–3 drinks per person for the first hour and 1–2 per person for each additional hour, depending on catering and venue rules.
When should I buy prizes and tournament supplies?: Order prizes and any printed or custom materials at least 1–2 weeks before the tournament. Finish the general shopping 1–2 days beforehand, then chill drinks and pack the supplies after checking the final participant count.

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