Curling tournament checklist: what to arrange and when

A curling tournament needs more than a rink and a list of teams. You need a workable match schedule, enough supervisors, checked equipment and clear information for every participant. This checklist takes you from choosing the date and opening registrations to printing team assignments, portioning catering and testing the microphone. Use the deadlines to avoid the jobs that are easiest to leave until the last day, especially dietary requests, prizes, route details and final participant numbers.

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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

Set tournament date
Reserve curling rink
Order catering
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Assemble teams
2 people
Create the match schedule
2 people
Prepare game rules
Schedule supervisors
Check material needs
2 people
Order prizes and medals
Send route information
Confirm final catering
Check participant counts
Send the volunteer briefing
Check the shopping list
2 people
Do the shopping
2 people
Collect prizes and medals
Print competition forms
Print team assignments
Making participant badges
2 people
Test music and microphone
2 people
Portion the catering
2 people
Load materials
3 people
Open venue
2 people
Signpost the entrance
2 people
Set up reception desk
2 people
Set up tables and chairs
4 people
Build the catering buffet
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out curling equipment
3 people
Set up score tables
2 people
Conduct a safety check
2 people

Event

Welcome team captains
2 people
Register participants
3 people
Hand out badges
2 people
Explain the game rules
Guide teams to the courts
3 people
Host the opening round
4 people
Record scores
3 people
Update race schedule
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Guide the interim rounds
4 people
Announce break
Refill buffet
3 people
Guide the final round
4 people
Check final standings
2 people
Prepare awards ceremony
2 people
Announce the winners
Award medals and prizes
2 people
Guide participants at departure
2 people

Aftercare

Collect used dishes
3 people
Package food safely
2 people
Clear away materials
4 people
Take down tables and chairs
4 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clean the buffet and kitchen
3 people
Leave the venue clean
3 people
Clear away leftover groceries
2 people
Return materials
2 people
Return borrowed items
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Coat racksqty 2

Sports equipment

Curling stonesqty 32
Curling broomsqty 16
Slidersqty 40
Curling shoesqty 40
Starting blocksqty 8
Vestsqty 40
Stopwatchesqty 4
Scoreboardsqty 4
Measuring tapesqty 4
Whistlesqty 4

Equipment

Laptop
Printer
Projector
Projection screen
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6

Kitchen

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

Decorations

Team flagsqty 8
Competition postersqty 4
Tableclothsqty 8
Participant badgesqty 50
Badge holdersqty 50
Medalsqty 12
Winner's cupsqty 3
Ribbonsqty 2

Cleaning

Waste binsqty 6
Hand broomsqty 3
Eye-catchersqty 3
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Lighting

Battery lampsqty 6

Catering

Groceries

Tips

Book the curling rink before sending invitations, then allow at least 2 weeks for registrations and team formation. You need the confirmed number of teams before you can build a realistic match schedule.
Set a deadline for dietary requirements at least 7 days before the tournament. Confirm the final catering order after registrations close, then portion food before the first matches begin.
Prepare team assignments, competition forms and participant badges at least 1 day in advance. Print a few spare copies of each form in case a team changes or a sheet gets damaged.
Assign supervisors to every playing area and give volunteers a written briefing before arrival. Keep stopwatches, whistles, scoreboards and measuring tapes together so officials are not searching between matches.
Test the laptop, projector, screen, wireless microphone and speakers before participants arrive. Check extension cords and power strips as part of the same setup, rather than discovering a missing connection during announcements.

Frequently asked questions

How far in advance should I book a curling rink for a tournament?: Book the rink as soon as you have a preferred date, ideally 6 to 12 weeks ahead. This gives you time to open registrations, form teams and publish a schedule without rushing.
How many curling stones and brooms do I need per team?: For a standard four-person team, plan for 8 curling stones and 4 brooms on the ice at one time. Confirm the rink’s exact equipment allocation before ordering or renting anything, especially if several sheets run simultaneously.
When should I send the curling tournament schedule?: Send the final schedule and team assignments 3 to 5 days before the tournament. Include the arrival time, route information, first match time, rules and any equipment or clothing instructions.
When should catering be confirmed for a curling tournament?: Confirm catering 5 to 7 days before the event, once participant numbers and dietary requirements are complete. Add a small buffer for late changes, then portion food and set out cups, plates and cutlery before the break.

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