How to organise a klaverjassen tournament

Start with the format, venue and playing schedule before inviting anyone. A klaverjassen tournament needs fixed tables, clear rules, score sheets and a reliable registration process, not just cards and prizes. Work backwards from the start time: confirm players, print the paperwork and assign tables before the day itself. On site, set up registration, refreshments and numbered tables before the first participants arrive.

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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 tournament rules
2 people
3
Set prizes and the competition schedule
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Check participant list
2 people
8
Assign table numbers
2 people
9
Confirm participants
10
Order prizes
11
Print competition forms
12
Print the rules
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Buy fresh snacks
2 people
16
Check location and access
2 people
17
Set up tables
4 people
18
Set up chairs
3 people
19
Place table numbers
2 people
20
Prepare game materials
3 people
21
Set up registration desk
2 people
22
Prepare coffee and tea
2 people
23
Arrange snacks on platters
2 people
24
Hang decorations
2 people
25
Test music and microphone
2 people

Event

26
Receive participants
3 people
27
Check registrations
2 people
28
Serve coffee and tea
2 people
29
Handle opening and game instructions
2 people
30
Supervise the first round
3 people
31
Refill drinks
2 people
32
Serve snacks
2 people
33
Collect and check scores
3 people
34
Supervise the second round
3 people
35
Support the third round
3 people
36
Calculate final standings
3 people
37
Lead the final
3 people
38
Announce the winners
2 people
39
Present prizes
2 people

Aftercare

40
Collect game materials
3 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Collect waste
2 people
44
Clean the venue
3 people
45
Remove decorations
2 people
46
Return borrowed materials
2 people
47
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 13
Chairsqty 52
Registration desk
Prize table
Coat rackqty 2

Game materials

Klaverjas card decksqty 15
Score sheetsqty 80
Pensqty 40
Table numbersqty 12
Clipboardsqty 12
Calculatorsqty 4
Competition bell
Stopwatchqty 2
Prizesqty 6

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 6

Kitchen

Coffee thermosesqty 3
Kettlesqty 2
Coolersqty 3
Serving plattersqty 8
Serving traysqty 4

Decorations

Tableclothsqty 13
Buntingqty 6
Welcome sign
Directional signsqty 4

Lighting

LED lightsqty 4
Extension cordsqty 3

Equipment

Portable speaker
Microphone

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the rules and schedule before sending invitations. State the number of rounds, start time, registration deadline and scoring method so players know what they are signing up for.
Close registration early enough to create the table plan. Check the participant list, confirm dietary requirements and assign table numbers at least 2–3 days before the tournament.
Print more score sheets, rules and table signs than the exact number needed. A spare set for every 2–3 tables prevents a missing sheet or last-minute reprint from delaying a round.
Plan the room around the tournament flow: registration and coat storage near the entrance, numbered tables in playing order, and the prize table away from the drinks and snack area.
Finish venue setup at least 60 minutes before the start. Tables, chairs, cards, clipboards, pens, calculators, the bell or stopwatch, drinks and snacks should be ready before registration opens.

Frequently asked questions

How many tables do I need for a klaverjassen tournament?: Plan one table for every four players, then add a reserve table if the venue allows it. For 32 players, prepare 8 playing tables and have spare seating available for late changes.
How early should I send invitations for a klaverjassen tournament?: Send the invitation 3–4 weeks before the event and set registration to close 5–7 days before it. That leaves time to confirm players, assign tables and order prizes.
How long does it take to set up a klaverjassen tournament?: Allow at least 60 minutes for the room and registration desk, plus extra time if tables and chairs must be moved. Finish table numbers, game materials, refreshments and signs before participants arrive.
What should I prepare for scoring in a klaverjassen tournament?: Prepare one score sheet and pen per table for each round, plus spare copies. Keep clipboards and calculators at the registration or organiser’s desk, and print the rules before the tournament day.

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