How to organise a checkers tournament

A checkers tournament runs smoothly when the competition format, registration deadline and match schedule are decided before invitations go out. Confirm the venue, write clear rules and collect dietary requirements while entries are coming in. Close the participant list before creating pairings, then prepare score sheets, name badges and working checkers sets. On the day, allow time to set up the registration desk, tables, clocks, catering and sound before the first match starts.

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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
Set tournament date
2
Reserve venue
3
Determine the competition format
2 people
4
Write out tournament rules
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign volunteers
9
Order prizes
10
Close the participant list
11
Create the match schedule
2 people
12
Prepare name badges
2 people
13
Print score sheets
14
Do the shopping
2 people
15
Check checker sets
2 people
16
Chill drinks
2 people
17
Open hall
2 people
18
Set up tables
4 people
19
Set up chairs
3 people
20
Set out checkers sets
2 people
21
Set up competition table
2 people
22
Set up registration desk
2 people
23
Set up catering
3 people
24
Hang decorations
2 people
25
Test the sound and lighting
2 people
26
Brief event supervisors
3 people

Event

27
Staff the reception desk
2 people
28
Register participants
2 people
29
Explain the tournament rules
30
Supervise the first round
4 people
31
Collect score sheets
2 people
32
Refill drinks
2 people
33
Serve break snacks
3 people
34
Guide follow-up sessions
4 people
35
Clear tables during breaks
2 people
36
Check final standings
2 people
37
Present prizes
2 people
38
See participants off
2 people

Aftercare

39
Collect checkers sets
3 people
40
Clean up catering
3 people
41
Sort waste
2 people
42
Take down tables and chairs
4 people
43
Clean the room
3 people
44
Pack up materials
2 people
45
Lock up the venue
2 people
46
Return borrowed materials
2 people
47
Publish results
48
Thank participants

What to bring

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

Furniture

Tablesqty 14
Chairsqty 50
Registration desk

Sports equipment

Draughts setsqty 25
Checkers boardsqty 25
Checkers piecesqty 25
Checkerboard matsqty 25
Game clocksqty 25
Spare clocksqty 3
Scoreboardsqty 4
Pensqty 40
Score sheetsqty 150
Competition foldersqty 6
Prizesqty 6
Tournament rulesqty 30
Name badgesqty 40

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Speaker
Microphone

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 14
Party flagsqty 4
Tapeqty 4
Directional signsqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 10

Catering

Groceries

Tips

Choose the competition format before opening registration. A knockout, round-robin or Swiss-style event changes the number of matches, tables and hours you need, so publish the format and rules with the invitation.
Close registration before making the schedule. Give yourself at least 2–3 hours to create pairings, print score sheets and check that the number of boards and game clocks matches the final participant list.
Prepare one complete playing station for every simultaneous match, plus at least 2 spare clocks. Each station should have a board, pieces, score sheet and pens ready before players are called in.
Assign volunteers to specific jobs rather than asking for general help. One person can manage check-in and name badges, while another records results and keeps the competition table updated throughout the day.
Finish the room setup and equipment test at least 60 minutes before the first round. Test the microphone, speaker, lighting, laptop, printer and extension cords, and chill drinks while the tables and catering are being arranged.

Frequently asked questions

How many checkers boards do I need for a tournament?: Plan one board and complete playing set for every match played at the same time. Add at least 2 spare sets or boards so a missing piece or damaged board does not delay a round.
How long before a checkers tournament should registration close?: Close the participant list at least 24 hours before the event, and preferably 2–3 days ahead if you expect many entries. This gives you time to create pairings, print score sheets and prepare name badges.
How early should I arrive to set up a checkers tournament?: Arrive at least 90 minutes before the first match. Reserve the final 60 minutes for tables, chairs, boards, clocks, registration, catering and a sound and lighting check.
How many volunteers are needed for a checkers tournament?: Use at least 2 volunteers for a small tournament: one for registration and one for results and the competition table. Add 1 volunteer for every 20–30 participants if rounds, refreshments or venue logistics run at the same time.

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