Darts Tournament Checklist

A darts tournament runs smoothly when the playing area, paperwork and match schedule are ready before the first throw. This checklist takes you from booking the room and setting the rules to confirming players, preparing lanes and checking prizes. It also covers the details that are easy to leave too late, such as spare darts, reserve flights, printed score sheets, chilled drinks and clear track signs. Work through the tasks in order, then use the final setup checks on tournament day.

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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 the room
Set tournament rules
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Schedule volunteers
2 people
Order prizes
Check dart equipment
2 people
Draw up the match schedule
2 people
Print score sheets
Print participant list
Create signage
Check the shopping list
2 people
Do the shopping
2 people
Inspect dartboards
2 people
Checking prizes
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables and chairs
4 people
Set up dart lanes
4 people
Hang dartboards
3 people
Lay out chess mats
2 people
Set up scoreboards
2 people
Hang up the match schedule
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Test sound
2 people
Clear the safety route
2 people

Event

Register participants
3 people
Give the opening briefing
2 people
Supervise races
4 people
Check scores
2 people
Announce new rounds
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Announce finalists
Present prizes
2 people
See off the last visitors
2 people

Aftercare

Dismantle dartboards
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Gather borrowed items
2 people
Inventory supplies
2 people
Return rental equipment
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Competition tablesqty 8
Registration desk
Waste binsqty 6

Sports equipment

Dartboardsqty 8
Spare dartboard
Oche matsqty 8
Scoreboardsqty 8
Score padsqty 20
Markersqty 30
Spare dart setsqty 8
Reserve flightsqty 40
Measuring tapesqty 2

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 8
Portable speaker
Microphone

Tableware

Drinking glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Coolersqty 4

Decorations

Tournament bannersqty 3
Tableclothsqty 10
Direction signsqty 12
Track number cardsqty 8
Winner's cupsqty 3
Medalsqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the rules before opening registration. Include the format, scoring method, match length, tie-break procedure and registration deadline so players know exactly what they are signing up for.
Confirm the final participant list before drawing the schedule. Print one participant list and enough score sheets for every planned match, plus a few spare sheets for changes or replays.
Measure each dart lane before fixing the dartboards in place. Lay out the oche mats, check the throwing distance with a measuring tape and keep a spare dartboard and spare dart sets accessible.
Schedule volunteers for registration, scoring and refreshments rather than leaving these jobs to players. Have the registration desk, laptop, printer, markers and track number cards ready before doors open.
Finish food and drink preparation before the first matches begin. Chill the drinks in advance, put snacks on serving trays and keep extension cords and power strips away from walkways and throwing areas.

Frequently asked questions

How far in advance should I organise a darts tournament?: Book the room and set the tournament rules at least 4 to 6 weeks before the event. Open registration early enough to confirm the player count, collect dietary requirements and draw a workable match schedule.
How many dartboards do I need for a tournament?: The number depends on your match schedule, but plan one fully equipped lane per match played at the same time. For each lane, check the dartboard, oche mat, scoreboard, score pads and markers, and keep at least 1 spare dartboard available.
When should I draw up the darts tournament schedule?: Draw up the match schedule after registrations close and the participant list is confirmed, ideally 3 to 5 days before the tournament. Print the schedule and participant list before setup so volunteers are not relying on a laptop during check-in.
What equipment should I check on tournament day?: Check every dartboard, oche mat, scoreboard, score pad and set of darts during setup, at least 2 hours before the first match. Test the printer, microphone and portable speaker as well, and place spare dart sets and reserve flights where volunteers can reach them quickly.

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.