What You Need for a Chess Tournament

A chess tournament needs more than boards and pieces. You’ll need one complete playing setup per active game, plus spare sets, clocks and printed materials for registration and scoring. Plan refreshments around the length of the event, and prepare prizes and forms before the venue opens. This shopping list covers the practical supplies that are easy to overlook, from table number cards and clipboards to coolers, name badges and backup chess clocks.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 55
Registration desk
Buffet tableqty 2

Chess equipment

Chess boardsqty 28
Chess piecesqty 28
Chess clocksqty 28
Spare chess setsqty 3
Spare chess clocksqty 3
Score padsqty 60
Pensqty 60
Tournament folder

Registration

Name badgesqty 60
Name card holdersqty 60
Registration formsqty 60
Clipboardsqty 6
Table number cardsqty 14
Competition formsqty 120
Notice board
Paper tapeqty 4

Catering

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Herbal tea - 2 boxes
- Baguettes - 8 pieces
- Butter - 500 grams
- Hummus - 1 kilo
- Young cheese - 1,5 kilo
- Aged cheese - 1 kilo
- Turkey breast - 1 kilo
- Vegetarian Spread - 1 kilo
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Student mix - 2 kilo
- Cookies - 6 packs
- Mini muffins - 60 pieces
- Muesli bars - 60 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 200 pieces
- Cardboard snack trays - 100 pieces
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tableware

Glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Pouring jugsqty 6

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Presentation screen

Decorations

Tournament banner
Round board
Trophiesqty 3
Medalsqty 10

Cleaning

Cleaning spongesqty 6
Cleaning clothsqty 10
Bucketsqty 2
Trash binsqty 6

Tips

Count one chess board, chess set and chess clock for every game played in a round, then add at least two spare chess sets and one spare clock for equipment failures.
Prepare one registration form, name badge and competition form for every participant, plus at least 10% extra so a damaged or incorrect form does not delay check-in.
Give the registration desk its own table, clipboards, pens and a notice board. Keep the tournament folder, participant list and printed schedule there rather than at the playing tables.
For refreshments, provide separate coffee cups, drinking glasses, plates and cutlery, then add roughly 10% extra. Chill drinks in coolers before players arrive; serving jugs and platters prevent queues at the buffet table.
Collect prizes, prize money and tournament materials before setup day. Pack paper tape, table number cards and information signs with the registration supplies so they are not left behind when the boards are unpacked.

Frequently asked questions

How many chess boards do I need for a tournament?: You need one board for each game played at the same time. For example, 32 players in 16 simultaneous games require 16 boards, plus at least 2 spare chess sets for replacements.
How many chess clocks are needed for a chess tournament?: Use one chess clock per active game, matching the number of boards in play. Bring at least 1 spare clock, and preferably 2 for a larger tournament or a full-day schedule.
What should I buy for chess tournament registration?: Prepare one registration form, name badge and competition form per participant, with 10% extra. Also bring clipboards, pens, name card holders, table number cards, paper tape and a notice board.
How much food and drink do I need for a chess tournament?: For a tournament lasting several hours, plan 2 to 3 drinks per person during the first hour and about 1 drink per person for each following hour. Add around 10% extra cups, glasses, plates and cutlery.

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