Darts tournament checklist: plan every match smoothly

A darts tournament runs best when the format, registration and lane setup are fixed before guests arrive. Decide how many players each board can handle, prepare the match schedule and leave time to test every dartboard and scoring station. This checklist also covers the details people often leave too late, such as dietary requirements, prizes, venue keys, chilled groceries and clear oche lines. Use it to work from the first booking through registration and the final setup.

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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 the tournament format
2 people
Check dartboards
2 people
Send invitations
2 people
Open registration form
Process registrations
Collect dietary requirements
Order prizes
Draw up the match schedule
2 people
Print participant list
Prepare scorecards
2 people
Do the shopping
2 people
Collect prizes
Gather darts supplies
2 people
Pick up venue keys
Chill the groceries
2 people
Set up tables
3 people
Set up chairs
3 people
Set up dart lanes
3 people
Hang dartboards
3 people
Mark oche lines
2 people
Set out scorecards and score pads
2 people
Set up the registration table
2 people
Set up bar and buffet
3 people
Hang decorations
2 people
Connect the music
Conduct a safety check
2 people

Event

Staff the competition desk
2 people
Receive participants
3 people
Register entry fees
2 people
Explain the tournament
Host the opening round
4 people
Check scorecards
2 people
Serve drinks
2 people
Refill drinks
2 people
Restock snacks
Empty trash bins
Guide the quarterfinals
3 people
Serve break snacks
2 people
Guide the semifinals
3 people
Lead the final
3 people
Honor the winners
2 people
Serve the last drinks round
2 people

Aftercare

Dismantle dartboards
3 people
Dismantle furniture
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Check materials
2 people
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
Bar stoolsqty 6
Waste binsqty 6

Sports equipment

Dartboardsqty 8
Dart setsqty 16
Dart matsqty 8
Scoreboardsqty 8
Spare arrowsqty 8
Whiteboard markersqty 16
Whiteboard erasersqty 8

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Hand calculatorsqty 2

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Coffee potsqty 3

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 3
Small bowlsqty 10
Pliersqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8

Lighting

String lightsqty 6
Standing lampsqty 4

Cleaning

Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the tournament format before opening registration. Record the number of players per match, the number of lanes and how long each round should take so you can draw up a realistic schedule.
Check every dartboard, dart set and dart mat at least 24 hours before the tournament. Keep spare arrows, markers, erasers and a calculator at each scoring area or in a clearly labelled backup kit.
Close registrations early enough to print the participant list and prepare scorecards. A 48-hour cutoff gives you time to resolve missing names, withdrawals and dietary requirements before the match schedule is published.
Build the venue setup around the dart lanes first. Mark each oche line, hang the dartboards securely and test lighting, extension cords and power strips before placing tables, chairs, the registration desk and buffet.
Collect prizes and venue keys before tournament day, not during setup. Chill groceries as soon as they arrive, then assign one person to registration and another to lane checks so players are not waiting for basic fixes.

Frequently asked questions

How far in advance should I organise a darts tournament?: Reserve the venue and decide the tournament format at least 4 weeks ahead. Open registration soon after, then close it about 48 hours before play so you can print the participant list and draw up the match schedule.
How many dartboards do I need for a tournament?: Base the number on your format and available playing time. As a planning rule, calculate the number of simultaneous matches first, then add one spare board if space and equipment allow; test all boards at least 24 hours beforehand.
When should I prepare the darts tournament schedule?: Prepare the final schedule after registration closes, ideally 1 to 2 days before the event. Print the participant list and scorecards at the same time, and keep one updated copy at the registration table.
What should I set up first at a darts tournament?: Set up and test the dart lanes first, including boards, mats, oche lines and scoreboards. Do this 2 to 3 hours before players arrive, then arrange registration, seating, the bar and buffet around the playing area.

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