How to organise a darts tournament from start to finish

A darts tournament runs smoothly when the playing format, venue and match schedule are settled before invitations go out. Start by choosing the date, booking enough dartboards and writing rules that cover registration, scoring, tie-breaks and late arrivals. Then collect entries, assign referees and volunteers, and prepare the venue so players can move straight from registration to their first match. This plan also covers the details people often leave too late: score sheets, spare points, chilled drinks and food for breaks.

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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 people
2
Reserve venue
3
Reserve dartboards
4
Draw up tournament rules
2 people
5
Set the prize money
2 people
6
Create the match schedule
2 people
7
Create registration form
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Confirm participants
12
Schedule volunteers
2 people
13
Brief the referees
2 people
14
Order prizes
15
Check the shopping list
2 people
16
Check supply stock
2 people
17
Do the shopping
2 people
18
Collect prizes and trophies
19
Check dartboards
2 people
20
Print score sheets
21
Print the match schedule
22
Prepare snacks
3 people
23
Prepare sandwiches
3 people
24
Chill drinks
2 people
25
Open venue
2 people
26
Hang dartboards
3 people
27
Set out the course lines
2 people
28
Set up the score tables
2 people
29
Set up chairs and tables
3 people
30
Set up the registration table
2 people
31
Set up the catering buffet
3 people
32
Set up the prize table

Event

33
Receive participants
3 people
34
Collect registration fee
2 people
35
Give the introduction briefing
2 people
36
Guide the preliminary round
4 people
37
Check score sheets
2 people
38
Serve drinks
2 people
39
Refill drinks
2 people
40
Refill snacks
2 people
41
Serve sandwiches
2 people
42
Guide the quarterfinals
3 people
43
Guide the semifinals
3 people
44
Lead the final
3 people
45
Honor the winners
2 people
46
See participants off
2 people

Aftercare

47
Clean up catering
3 people
48
Take down darts equipment
3 people
49
Put furniture back
3 people
50
Wash dishes
2 people
51
Collect waste
2 people
52
Clean the venue
3 people
53
Return borrowed items
2 people
54
Publish results
55
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Dartboardsqty 8
Dart matsqty 8
Dart arrowsqty 16
Oche extensionsqty 8
Scoreboardsqty 8
Sign lightingqty 8
Reserve pointsqty 100

Equipment

Laptop
Printer
Extension cordsqty 8
Power stripsqty 8
Microphone
Speakerqty 2
Coolersqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Decorations

Tournament banner
Tableclothsqty 8
Balloonsqty 50
Stage ribbon

Lighting

Mood lightingqty 4
Battery lampsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Set the tournament format and rules before creating the registration form. State the entry deadline, match format, scoring method, tie-break procedure and what happens if a player arrives late, so every participant receives the same information.
Create the schedule only after registrations close, then allow time for no-shows and delays. Print one master schedule for the registration desk and a copy for each playing area; update the displayed version if a match changes.
Check each dartboard, dart mat, scoreboard and sign light at least 24 hours before opening. Test extension cords and power strips at the same time, and keep reserve points available instead of discovering a damaged set during a match.
Give referees a short briefing before the first throw. Explain who records scores, how disputed scores are handled and when breaks occur; one clearly assigned referee per active board prevents confusion.
Plan food and drinks around the match schedule rather than leaving them until the doors open. Chill drinks in advance, prepare sandwiches and snacks before registration starts, and set out reusable cups, plates and serving equipment so the buffet does not block the playing area.

Frequently asked questions

How many dartboards do I need for a tournament?: Use one active board for each match running at the same time, plus one spare if the venue and equipment allow it. For example, 32 players in a knockout tournament need up to 16 boards in the opening round if every match starts together; fewer boards will extend the schedule.
How far in advance should I send darts tournament invitations?: Send invitations around 4 to 6 weeks before the event and set the registration deadline 7 to 10 days before the tournament. That leaves time to confirm participants, create the match schedule, brief volunteers and order prizes.
What should be included in darts tournament rules?: Include the format, starting score, legs or sets, scoring procedure, tie-breaks, break timing, late-arrival policy and how disputes are decided. Keep the rules to one or two printed pages and share them before registration closes.
How early should I open the venue for a darts tournament?: Open the venue at least 90 minutes before the first match. Use that time to set up the registration desk and buffet, check boards and lighting, print or place score sheets, test the microphone and speaker, and brief referees.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.