Darts Tournament Checklist

A darts tournament runs smoothly when the competition format, equipment and timings are settled before players arrive. Start with the participant list and registrations, then build the match schedule around the number of boards available. Before opening the venue, check the playing area, hang and align every dartboard, mark the oches and prepare score sheets. This checklist also covers catering, prizes, drinks and the small items that are often forgotten until the first match is about to start.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Determine the tournament format
2 people
Draw up the match schedule
2 people
Reserve venue
Reserve dartboards
Order catering
Order prizes
Confirm participants
Write out the competition rules
Print score sheets
Making participant badges
Check the shopping list
Do the shopping
2 people
Collect prizes and materials
2 people
Chill drinks
2 people
Sort the boards and score sheets

Event

Open venue
2 people
Check the floor and walls
2 people
Set up tables and chairs
4 people
Hang dartboards
3 people
Put up the Oches
2 people
Align the dartboards
2 people
Set up score tables
2 people
Hang up the match schedule
Display prizes
Receive participants
3 people
Register attendance
2 people
Explain the tournament rules
Lead the warm-up
2 people
Guide the preliminary round
4 people
Check score sheets
2 people
Set out snacks
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear buffet
2 people
Guide the quarterfinals
3 people
Guide the semifinals
3 people
Lead the final
2 people
Honor the winners
2 people
Take group photo
See participants off
2 people

Aftercare

Dismantle dartboards
3 people
Put furniture back
4 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftovers

What to bring

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

Sports equipment

Dartboardsqty 6
Dart setsqty 8
Spare arrowsqty 4
Dartboard lightingqty 6
Oche matsqty 6
Dartboard guardsqty 6
Scoreboardsqty 6
Whiteboard
Whiteboard markersqty 6
Whiteboardsqty 2
Measuring tapesqty 3
Spirit levelsqty 2

Furniture

Tablesqty 8
Chairsqty 50
Bar stoolsqty 6
Coat racksqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 4

Decorations

Competition postersqty 6
Participant badgesqty 50
Badge holdersqty 50
Trophiesqty 3
Medalsqty 3

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the tournament format only after registrations close, then create the match schedule from the confirmed number of players and available dartboards. Keep a visible copy on a whiteboard so players can check their next match.
Measure every dartboard position and use a spirit level before players arrive. Allow at least 30 minutes for hanging boards, marking the oches and checking that lighting does not create shadows.
Prepare one score sheet and a working set of darts for each active board, plus spare arrows and markers. Test the scoreboards and lighting during setup rather than waiting for the first match.
Confirm dietary requirements before ordering catering and chill drinks several hours before doors open. Set out reusable cups, plates and cutlery before the tournament briefing so registration is not interrupted.
Collect prizes, badges and printed rules in one clearly labelled box at least one day before the event. Print extra score sheets and keep extension cords, power strips and rechargeable work lights with the equipment rather than in a separate storage area.

Frequently asked questions

How many dartboards do I need for a darts tournament?: Plan the number of boards from the match schedule and expected finish time. As a practical starting point, one board can handle roughly 8 to 12 players in an individual knockout tournament, but fewer boards mean longer waits.
How early should I set up a darts tournament?: Open the venue at least 2 hours before the first match. Reserve the first 30 to 45 minutes for boards, oches, lighting and floor checks, then use the remaining time for tables, registration, score sheets and the briefing.
How much food and drink do I need for a darts 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. Order enough food for every confirmed participant and add a small buffer after collecting dietary requirements.
When should I create the darts tournament schedule?: Create a draft after registrations close and finalise it as soon as participants are confirmed, ideally at least 24 hours before the tournament. Include board assignments, match order and any planned breaks so players know when to report.

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