Darts Tournament Checklist

A darts tournament runs smoothly when the playing setup, schedule and hospitality are ready before the first throw. Set the date and venue first, then secure enough dartboards, publish clear rules and open registration. In the final week, confirm players, assign volunteers and referees, print the schedule and score sheets, and check every board and power connection. On the day, open the venue early so registration, refreshments and match control are in place before competitors arrive.

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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
2 people
Reserve venue
Reserve dartboards
Draw up tournament rules
2 people
Set the prize money
2 people
Create the match schedule
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants
Schedule volunteers
2 people
Brief the referees
2 people
Order prizes
Check the shopping list
2 people
Check supply stock
2 people
Do the shopping
2 people
Collect prizes and trophies
Check dartboards
2 people
Print score sheets
Print the match schedule
Prepare snacks
3 people
Prepare sandwiches
3 people
Chill drinks
2 people
Open venue
2 people
Hang dartboards
3 people
Set out the course lines
2 people
Set up the score tables
2 people
Set up chairs and tables
3 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Set up the prize table

Event

Receive participants
3 people
Collect registration fee
2 people
Give the introduction briefing
2 people
Guide the preliminary round
4 people
Check score sheets
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Serve sandwiches
2 people
Guide the quarterfinals
3 people
Guide the semifinals
3 people
Lead the final
3 people
Honor the winners
2 people
See participants off
2 people

Aftercare

Clean up catering
3 people
Take down darts equipment
3 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Return borrowed items
2 people
Publish results
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Dartboardsqty 8
Dart matsqty 8
Dart arrowsqty 16
Oche extensionsqty 8
Scoreboardsqty 8
Sign lightingqty 8
Reserve pointsqty 100

Equipment

Laptop
Printer
Extension cordsqty 8
Power stripsqty 8
Microphone
Speakerqty 2
Coolersqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving plattersqty 8

Kitchen

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

Decorations

Tournament banner
Tableclothsqty 8
Balloonsqty 50
Stage ribbon

Lighting

Mood lightingqty 4
Battery lampsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Set the tournament format and rules before sending invitations. State the entry deadline, match format, start time, check-in time and prize money so players know exactly what to expect.
Build the match schedule only after registrations are confirmed. Allow time between rounds for players to find their board, record results and replace a damaged point or other small equipment.
Check each dartboard, dart mat, oche extension, scoreboard and sign light before opening. Test the laptop, printer, microphone, speaker, extension cords and power strips at least one day beforehand.
Open registration at least 30 minutes before the first match. Keep the registration desk separate from the buffet tables, and place score sheets and the printed schedule where players and referees can reach them quickly.
Plan food and drinks around the match timetable rather than serving everything at once. Chill drinks before doors open, prepare sandwiches and snacks in advance, and set out cups, plates, cutlery and waste bins before the first break.

Frequently asked questions

How far in advance should I organise a darts tournament?: Start booking the venue and dartboards at least 8 weeks before the tournament. Open registration around 4 to 6 weeks beforehand, then confirm participants and volunteers during the final week.
How many dartboards do I need for a tournament?: The number depends on your match schedule, but plan one board per match played at the same time. Add at least 1 spare board if the venue and budget allow, and check all boards before the event.
When should I send darts tournament invitations?: Send invitations 4 to 6 weeks before the tournament and set a registration deadline about 7 days before the event. This gives you enough time to confirm players and print the final schedule.
How early should the venue open on tournament day?: Open the venue at least 60 minutes before the first match. Use that hour to set up the registration desk, check boards and lighting, test the sound equipment, chill drinks and place out score sheets.

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.