How to organise a Heart Hunting Tournament

A Heart Hunting Tournament runs smoothly when players know the format, the rules and their start time before they arrive. Begin by reserving the playing location, then set the tournament structure and registration deadline before sending invitations. Once the entries are confirmed, build the match schedule and prepare the score sheets, rules board and prizes. On the day, allow time for registration, table setup, chilled drinks and a short rules briefing before the first round.

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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 play location
2
Determine the tournament format
2 people
3
Set the rules of the game
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Confirm participants
8
Order prizes
9
Create the match schedule
2 people
10
Prepare score sheets
11
Make the rules board
12
Check the shopping list
13
Do the shopping
2 people
14
Check game materials
2 people
15
Prepare the prizes
16
Print participant list

Event

17
Open venue
2 people
18
Set up tables
4 people
19
Set up chairs
3 people
20
Set up registration desk
2 people
21
Lay out cards and scores
3 people
22
Hang up decorations
2 people
23
Chill drinks
2 people
24
Set out coffee and tea
2 people
25
Set out snacks
2 people
26
Staff the reception desk
2 people
27
Register participants
2 people
28
Explain the tournament rules
29
Announce the starting lineup
30
Supervise the first round
3 people
31
Collect scores
2 people
32
Refill drinks
2 people
33
Supervise the second round
3 people
34
Refill snacks
2 people
35
Process the interim results
2 people
36
Announce break
37
Support the third round
3 people
38
Announce finalists
39
Lead the final
3 people
40
Check the final standings
2 people
41
Present prizes
2 people
42
Serve the last drinks round
2 people

Aftercare

43
Collect cards and scores
3 people
44
Collect waste
3 people
45
Wash dishes
3 people
46
Clear tables and chairs
4 people
47
Remove decorations
2 people
48
Clean the venue
3 people
49
Return borrowed items
2 people
50
Store leftover stock
2 people

What to bring

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

Furniture

Game tablesqty 8
Chairsqty 40
Registration desk
Buffet tableqty 2
Coat rack

Quizzes & Games

Standard card gamesqty 12
Spare card gamesqty 3
Scoreboard
Whiteboard markersqty 6
Kitchen timersqty 8
Card traysqty 12
Scoreboardsqty 12
Score sheetsqty 100
Pensqty 50
Pencilsqty 20
Prizesqty 3
Name stickersqty 50
Tournament rulesqty 12

Tableware

Drinking glassesqty 50
Coffee cupsqty 30
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Bottle openersqty 3
Scissorsqty 3
Cutting boardsqty 2

Decorations

Heart Hunt tournament banner
Red tableclothsqty 8
Heart decorationsqty 3
Arrows and signsqty 10

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3

Lighting

LED string lightsqty 3

Cleaning

Broom
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Choose the tournament format before inviting people. Decide how many players each table can hold, how rounds are won and how ties are settled; otherwise the match schedule cannot be finalised reliably.
Set a registration deadline at least 7 days before the tournament. Use the final list to confirm attendance, collect dietary requirements and order the right number of prizes and refreshments.
Create the match schedule 2 to 3 days before the event and print a spare copy. Keep the schedule, participant list, score sheets and pens together at the registration desk so players are not searching for materials.
Open the venue at least 90 minutes before the first match. Set up the game tables, chairs, registration desk and scoreboards first, then lay out the cards and display the rules where every table can see them.
Plan drinks and snacks around the rounds rather than leaving them until the last minute. Chill drinks before guests arrive, prepare coffee and tea, and place plates, glasses and serving utensils on the buffet table before registration starts.

Frequently asked questions

How far in advance should I organise a Heart Hunting Tournament?: Reserve the playing location 4 to 6 weeks ahead, especially if you need several game tables. Send invitations around 3 weeks before the event and close registrations at least 7 days beforehand.
How many tables do I need for a Heart Hunting Tournament?: Divide the confirmed number of players by the number of seats in your chosen table format, then round up. Add one spare table if the venue allows it, so a late change or damaged game does not stop the tournament.
When should I create the tournament schedule?: Create the first schedule 2 to 3 days before the event, after registrations close. Print the final participant list and match schedule on the day before, leaving time to correct duplicated names or missing players.
What should I prepare on the day of the tournament?: Arrive about 90 minutes before the first match. Set up tables, chairs and registration first, then place cards, score sheets, pens and scoreboards; chill drinks and put out snacks before players begin checking in.

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.