Crossword competition checklist: what to arrange and when

A crossword competition needs more than a set of puzzles and a room. You need a clear format, written rules, numbered tables, reliable timing and a judging process that prevents disputes. Start by confirming the venue and competition structure, then handle registrations, dietary requirements, catering and prizes. In the final days, print and sort every competition paper, check the clocks and printers, and prepare the registration desk so participants can begin without delays.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Set competition format
2 people
Select crossword puzzles
2 people
Draw up the competition rules
2 people
Assign judges
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participant list
Order prizes
Order catering
Print competition materials
2 people
Sort answer forms
2 people
Prepare jury forms
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Number competition tables
2 people
Set out competition equipment
2 people
Set up coffee station
2 people
Hang up signage
2 people
Give the jury briefing
3 people

Event

Receive participants
4 people
Register attendance
2 people
Explain the competition rules
Guide the First Round
4 people
Collect answers
3 people
Serve break drinks
3 people
Assist with the second round
4 people
Refill drinks
2 people
Serve snacks
3 people
Check answers
4 people
Guide the final round
4 people
Check final score
3 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Gather competition materials
3 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Check stock
Return borrowed items
2 people
Return venue keys

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Coat racksqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Water jugsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Game clocksqty 6
Printersqty 2
Power stripsqty 4
Extension cordsqty 4

Game materials

Pensqty 120
Pencilsqty 80
Erasersqty 60
Clipboardsqty 60
Paper cutter
Staplersqty 3
Rulersqty 20

Decorations

Table numbersqty 8
Round signsqty 3
Wayfinding signsqty 8
Tableclothsqty 8
Prizesqty 3
Name badgesqty 70
Badge holdersqty 70

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Kitchen

Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4

Catering

Groceries

Tips

Set the competition format before selecting puzzles. Decide the number of rounds, time allowed per round and how ties will be resolved, then choose puzzles that match that structure.
Write the rules early and send them with the invitations. Include the start time, permitted equipment, scoring method and what happens when an answer is disputed; late changes create confusion at the registration desk.
Close registrations before ordering catering and prizes. Confirm the final participant list and dietary requirements together, then use the headcount to plan tables, chairs, answer forms and name badges.
Prepare competition papers in separate sets at least one day before the event. Sort the puzzles, answer forms and jury forms by round, and keep spare copies, pens, pencils and erasers at the registration desk.
Allow at least 90 minutes for venue setup. Number the competition tables, place the game clocks and equipment, test printers and power connections, set up coffee and chilled drinks, and give judges their briefing before doors open.

Frequently asked questions

How far in advance should I organise a crossword competition?: Book the venue and set the competition format at least 6 to 8 weeks before the event. This leaves time to select puzzles, write the rules, invite participants, process registrations and order prizes.
When should crossword competition registrations close?: Close registrations 7 to 10 days before the competition. Use the final list to confirm table numbers, catering quantities, dietary requirements, name badges and prizes.
How much time do I need to set up a crossword competition venue?: Allow at least 90 minutes for setup, plus 30 minutes for the judges’ briefing and final checks. Tables, chairs, table numbers, registration materials, clocks, answer forms and refreshments all need to be ready before participants arrive.
What equipment is needed for a crossword competition?: Plan for one numbered table per competing team or participant, along with writing materials, clipboards, game clocks, answer forms and jury forms. Also check printers, power strips and extension cords, because missing cables or untested equipment can delay the first round.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.