How to organise a curling tournament

A curling tournament runs smoothly when the rink, format and registration process are settled before you start filling teams. Begin by confirming the date and booking the rink, then choose the tournament format and build the match schedule around the available ice time. Registration should capture team details, dietary requirements and an emergency contact. In the final week, assign teams, brief captains, check every piece of equipment and print the forms officials need on the day.

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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
Record date and time
2
Reserve curling rink
3
Determine the tournament format
2 people
4
Draw up the match schedule
2 people
5
Set participation fee
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Recruit volunteers
2 people
11
Book referees
12
Record emergency contact
13
Calculate catering quantities
2 people
14
Order prizes and cups
15
Send participant information
16
Finalise team assignments
2 people
17
Publish the match schedule
18
Check location instructions
2 people
19
Check stock
2 people
20
Do the shopping
2 people
21
Collect prizes and trophies
22
Print participant list
23
Print match forms
24
Chill the groceries
2 people
25
Inform team captains
26
Give volunteer briefing
3 people
27
Inspect the field and changing rooms
2 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Set up the catering table
3 people
31
Set out coffee and tea
2 people
32
Chill drinks
2 people
33
Check curling equipment
3 people
34
Place scoreboards
2 people
35
Check track markings
2 people
36
Place safety materials
2 people
37
Set out prizes

Event

38
Staff the registration desk
2 people
39
Register participants
2 people
40
Distribute rental equipment
2 people
41
Give the opening briefing
2 people
42
Lead the warm-up
2 people
43
Guide the preliminary round
4 people
44
Process scores
2 people
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Empty trash bins
2 people
48
Publish interim results
49
Guide the quarterfinals
4 people
50
Reset match equipment
3 people
51
Guide the semifinals
4 people
52
Set up the dinner buffet
3 people
53
Serve dinner buffet
4 people
54
Clear away dishes
2 people
55
Lead the final
4 people
56
Check final scores
2 people
57
Hold the awards ceremony
3 people
58
Thank participants
59
Collect rental equipment
3 people

Aftercare

60
Sort the supplies
3 people
61
Clear away refrigerated items
2 people
62
Hand over the venue empty
4 people
63
Dismantle tables and chairs
4 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean rooms
4 people
67
Archive scores and results
68
Email results to participants
69
Check leftovers
2 people
70
Return borrowed equipment
2 people
71
Take waste to the collection point
2 people
72
Process deposits and keys

What to bring

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

Sports equipment

Curling stonesqty 16
Curling broomsqty 16
Sliding solesqty 16
Grippersqty 16
Curling shoesqty 16
Starting blocksqty 8
Course markingsqty 4
Conesqty 12
Stopwatchesqty 4
Scoreboardsqty 4
Scoreboard numbersqty 40
Competition formsqty 40
Pensqty 20
Training bibsqty 16
Non-slip matsqty 8

Furniture

Tablesqty 8
Chairsqty 40
Registration desk
Clothes racksqty 2

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 4
Mobile phoneqty 2
Megaphone

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Aluminum foilqty 2
Food storage containersqty 10

Decorations

Tournament banner
Team table labelsqty 8
Directional signsqty 12
Trophiesqty 3
Medalsqty 12
Tableclothsqty 8

Cleaning

Waste binsqty 6
Litter pickersqty 2
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 4
Toilet brushesqty 2

Lighting

LED table lampsqty 6

Safety

First aid kit
Ice safety signsqty 4

Catering

Groceries

Tips

Book the rink before announcing the event, then work backwards from the available ice time to decide how many teams and matches can fit. Leave a buffer between games for sweeping the ice, changing teams and resolving scorekeeping issues.
Choose the tournament format before opening registration. A round-robin, knockout or mixed format changes the number of games, referees, competition forms and the amount of ice time you need.
Close registration early enough to finalise team assignments and publish the schedule. A practical deadline is 7 days before the tournament, giving you time to contact incomplete teams and inform captains.
Do not leave equipment checks until the morning itself. Confirm the stones, brooms, shoes, sliding soles, grippers, scoreboards, stopwatches and course markings at least 2 days before play, including extension cords and power strips for the registration desk.
Prepare the operational details separately from the match schedule: print the participant list and match forms, chill groceries, set up the registration desk and brief volunteers and referees before the first draw. Keep emergency contacts and dietary requirements accessible to the organisers, not on the public noticeboard.

Frequently asked questions

How far in advance should I book a curling rink for a tournament?: Book the rink as soon as you have a preferred date, ideally at least 8 to 12 weeks before the tournament. You need the confirmed ice time before setting the team limit, format and match schedule.
How many teams can play in a curling tournament?: The number depends on the rink’s available sheets and the length of each game. Calculate the schedule first: for example, 8 teams in two groups require enough ice time for the planned group games, play-offs and changeover breaks.
When should curling tournament registration close?: Close registration about 7 days before the event. That gives you time to process payments or participation fees, collect dietary requirements, record emergency contacts, assign teams and publish the final schedule.
What should I prepare the day before a curling tournament?: The day before, check the equipment stock, collect prizes and trophies, print participant lists and match forms, and confirm volunteers and referees. Chill the groceries and send the final information to participants and team captains before the rink opens.

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