How to organise a bridge drive from start to finish

A bridge drive runs smoothly when the playing format, registration process and table movements are settled before you invite anyone. Start by booking the venue, then confirm the number of tables, rounds and volunteers your format requires. Give yourself time to print scorecards, table cards and running sheets, and check every set of bridge cards, boards and bid trays. On the day, set up numbered tables, prepare the scoring materials and organise coffee, tea and water before players 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

1
Reserve venue
2
Set the bridge format
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Create the table layout
2 people
8
Create round layout
2 people
9
Assign volunteers
10
Order prizes
11
Print scorecards
12
Print table cards
13
Send directions
14
Do the shopping
2 people
15
Check bridge cards
2 people
16
Fill bridge tables
3 people
17
Set out prizes
18
Open venue
2 people
19
Ventilate the hall
2 people
20
Set up tables
4 people
21
Set up chairs
3 people
22
Number the tables
2 people
23
Set out bridge boards
3 people
24
Prepare score materials
2 people
25
Prepare coffee and tea
2 people
26
Set up the buffet table
2 people

Event

27
Register participants
2 people
28
Handle payments
29
Explain the game rules
30
Guide the First Round
2 people
31
Refill drinks
2 people
32
Serve snacks
2 people
33
Process interim results
2 people
34
Assist with the second round
2 people
35
Set up the dinner buffet
3 people
36
Serve dinner buffet
3 people
37
Guide the third round
2 people
38
Collect scorecards
2 people
39
Calculate final score
2 people
40
Present prizes
2 people
41
See participants off
2 people

Aftercare

42
Collect bridge cards
3 people
43
Wash dishes
3 people
44
Clear tables and chairs
5 people
45
Collect waste
2 people
46
Clean the room
3 people
47
Pack supplies
2 people
48
Lock up the venue
2 people
49
Return borrowed items
2 people

What to bring

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

Furniture

Game tablesqty 13
Chairsqty 56
Coat racksqty 2

Bridge materials

Bridge cardsqty 16
Bridge boardsqty 52
Bid traysqty 52
Scorecardsqty 180
Running sheetsqty 52
Pencilsqty 60
Erasersqty 20
Table cardsqty 13
Calculatorqty 2

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Dinner platesqty 60
Dessert platesqty 60
Cutlery setsqty 60
Teaspoonsqty 60
Serving traysqty 6
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Kitchen scale
Kitchen timerqty 2
Printer

Decorations

Tableclothsqty 13
Flower arrangementsqty 6
Welcome sign
Name badgesqty 60

Cleaning

Waste binsqty 4
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the format before sending invitations. Decide how many rounds and tables you can run, then use that information to explain registration and avoid accepting more pairs than the room and movement plan can handle.
Close registrations early enough to build the table and round layouts. Confirm each pair, collect dietary requirements and send directions at least several days before the drive rather than trying to resolve changes at the door.
Print more scorecards, table cards and running sheets than the exact player count. Keep spare pencils, erasers and a calculator at the scoring table so a missing item does not interrupt a round.
Check bridge cards, boards and bid trays before setup, and place the correct materials at every numbered table. Filling the tables in advance is faster than distributing equipment while players are waiting.
Allow at least 60–90 minutes before the advertised start for opening and ventilating the venue, arranging tables and chairs, numbering tables, setting out prizes and preparing hot drinks. Put water jugs and cups out separately so the coffee and tea station does not become crowded.

Frequently asked questions

How far in advance should I organise a bridge drive?: Book the venue and set the format at least 6–8 weeks before the event. Send invitations once the table capacity, rounds and registration deadline are clear, then leave several days for confirmations and the final layout.
How many bridge tables do I need for a bridge drive?: One table seats four players, so divide the expected number of players by four and round up only if your movement system supports a partly filled table. Confirm the exact number with the chosen format before ordering prizes or printing table materials.
What should I prepare at each bridge table?: Prepare the bridge boards, cards, bid trays, pencils, erasers, scorecards and the relevant table card for every numbered table. Set everything out before players arrive and keep a small spare supply at the scoring desk.
How early should volunteers arrive for a bridge drive?: Have the setup team arrive 60–90 minutes before the start time. This allows time to ventilate the hall, arrange tables and chairs, check the materials, prepare scoring documents and make coffee and tea without delaying registration.

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