How to organise a crossword competition

Start by fixing the competition format, then choose puzzles that match the time available and the ability of your participants. Write the rules before sending invitations, including time limits, scoring, tie-breaks and what judges will accept as an answer. Once registrations open, track dietary requirements and confirm the final participant list before ordering catering and prizes. On the day, numbered tables, a clear registration desk, printed answer forms and a short jury briefing keep the competition moving.

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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 competition format
2 people
3
Select crossword puzzles
2 people
4
Draw up the competition rules
2 people
5
Assign judges
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm participant list
10
Order prizes
11
Order catering
12
Print competition materials
2 people
13
Sort answer forms
2 people
14
Prepare jury forms
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Open venue
2 people
18
Set up tables
4 people
19
Set up chairs
4 people
20
Set up registration desk
2 people
21
Number competition tables
2 people
22
Set out competition equipment
2 people
23
Set up coffee station
2 people
24
Hang up signage
2 people
25
Give the jury briefing
3 people

Event

26
Receive participants
4 people
27
Register attendance
2 people
28
Explain the competition rules
29
Guide the First Round
4 people
30
Collect answers
3 people
31
Serve break drinks
3 people
32
Assist with the second round
4 people
33
Refill drinks
2 people
34
Serve snacks
3 people
35
Check answers
4 people
36
Guide the final round
4 people
37
Check final score
3 people
38
Announce the winners
39
Present prizes
2 people
40
See participants off
2 people

Aftercare

41
Gather competition materials
3 people
42
Wash dishes
3 people
43
Collect waste
2 people
44
Clear tables and chairs
4 people
45
Clean the venue
3 people
46
Check stock
47
Return borrowed items
2 people
48
Return venue keys

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Coat racksqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Water jugsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Game clocksqty 6
Printersqty 2
Power stripsqty 4
Extension cordsqty 4

Game materials

Pensqty 120
Pencilsqty 80
Erasersqty 60
Clipboardsqty 60
Paper cutter
Staplersqty 3
Rulersqty 20

Decorations

Table numbersqty 8
Round signsqty 3
Wayfinding signsqty 8
Tableclothsqty 8
Prizesqty 3
Name badgesqty 70
Badge holdersqty 70

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Kitchen

Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4

Catering

Groceries

Tips

Set the format before selecting puzzles. Allow time for registration, instructions, solving, marking and any tie-break; a two-hour competition needs a schedule that includes all five stages.
Close registrations early enough to order catering and prizes from a reliable headcount. Confirm the participant list and dietary requirements at least 7 days before the event.
Prepare one complete competition pack per participant or team, including the puzzle, answer form, writing equipment and clipboard. Print spare copies and keep them at the registration desk.
Brief the judges before participants arrive. Give them the final rules, jury forms, an agreed answer key and a clear procedure for disputed answers or ties.
Finish the room setup before opening registration: number every competition table, test game clocks and printers, and place coffee, water and signage where they will not interrupt the solving area.

Frequently asked questions

How far in advance should I organise a crossword competition?: Start planning at least 6 weeks ahead if you need to reserve a venue, select puzzles, invite participants and order prizes. Finalise the participant list and catering numbers about 7 days before the competition.
How many crossword puzzles do I need for a competition?: Prepare one puzzle for every participant or team, plus at least 10% spare copies. For 40 teams, print 44 copies and keep the extras separate in case of damaged pages or late registrations.
What rules should a crossword competition include?: Set the solving time, scoring method, accepted answers, correction policy, tie-break procedure and what participants may use. Give judges the final rules before the event and explain them to participants in 5 minutes or less.
What should I prepare on the day of a crossword competition?: Set up the tables, chairs, registration desk, table numbers, answer forms, writing equipment, clocks, coffee station and signs before doors open. Keep at least 10 spare pens, printed packs and answer forms at the registration desk.

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