How to organise a math tournament from start to finish

A successful math tournament depends on decisions being made in the right order. Confirm the date and rooms first, then open registration while you prepare the rules, tasks, scoring and match schedule. Allow time to process entries, collect dietary requirements and assign supervisors before sending final details. The last week is for printing, packing each round, checking equipment and preparing the room so the tournament can start on time.

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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
Confirm tournament date
2
Reserve rooms
3
Draft participant terms and conditions
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign escorts
2 people
9
Set competition rules
2 people
10
Assemble Tasks
3 people
11
Create answer templates
2 people
12
Determine the points distribution
2 people
13
Draw up the match schedule
2 people
14
Create team assignments
2 people
15
Send confirmation to participants
16
Share access route
17
Order prizes and certificates
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Print assignments
2 people
21
Print answer sheets
2 people
22
Print participant lists
23
Prepare packages per round
3 people
24
Prepare materials
2 people
25
Chill drinks
2 people
26
Set up tables
4 people
27
Set out chairs
3 people
28
Set up the reception desk
2 people
29
Set up competition halls
4 people
30
Set up break area
2 people

Event

31
Staff the registration desk
2 people
32
Guide participants to the rooms
3 people
33
Open tournament
34
Guide First Competition Round
8 people
35
Collect round one answers
4 people
36
Check Round One Answers
4 people
37
Serve break drinks
3 people
38
Refill drinks
2 people
39
Process the interim results
2 people
40
Guide round two of the competition
8 people
41
Collect round two answers
4 people
42
Review the answers for round two
4 people
43
Serve sandwiches and fruit
4 people
44
Refill drinks
2 people
45
Announce finalists
46
Lead the final
4 people
47
Review the final
3 people
48
Check the result
2 people
49
Present prizes
2 people
50
See participants off
2 people

Aftercare

51
Collect waste
4 people
52
Wash dishes
3 people
53
Clear tables and chairs
4 people
54
Clean the competition halls
3 people
55
Clean the break room
2 people
56
Count and store materials
2 people
57
Collect lost and found items
58
Lock up the venue
2 people
59
Send results to participants
60
Return leftover items
2 people
61
Share photos with permission

What to bring

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

Furniture

Tablesqty 24
Chairsqty 130
Reception desk
Tableclothsqty 8

Equipment

Laptopsqty 4
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Stopwatchesqty 10
Wall clocksqty 8
Microphone
Portable speaker

Sports equipment

Whiteboardsqty 8
Markers for whiteboardqty 32
Counting cubesqty 16
Measuring rulersqty 16
Set squaresqty 32
Calculation Cardsqty 160
Puzzlesqty 16

Tableware

Reusable cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6

Decorations

Round signsqty 8
Directional signsqty 20
Stage backdrop
Prize table sign

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Glovesqty 10

Catering

Groceries

Tips

Set the competition structure before inviting participants: define the rules, points distribution, round lengths and tie-break procedure, then use these decisions to build the match schedule.
Close registration early enough to create teams and participant lists without rushing. Aim to send the final team allocation, access route and practical instructions at least 5 days before the tournament.
Prepare one complete package for every round, including printed assignments, answer sheets and any required calculation cards, puzzles, measuring tools or geometry equipment. Label packages by round so supervisors do not have to sort materials during the event.
Test the room setup and technology at least 60 minutes before arrival. Check laptops, printers, extension cords, power strips, the microphone, portable speaker, wall clocks and stopwatches rather than assuming they will work.
Plan refreshments separately from the competition materials. Chill drinks, fill thermos flasks and set out reusable cups, plates and cutlery before the opening briefing, while keeping the reception table clear for registration.

Frequently asked questions

How far in advance should I organise a math tournament?: Start at least 6 to 8 weeks before the tournament. Reserve the rooms, confirm the date and open registration first; leave the final 7 days for team allocation, printing and packing.
When should registration close for a math tournament?: Close registration about 10 to 14 days before the event. This gives you enough time to process entries, collect dietary requirements, assign supervisors and create the match schedule.
How much time should I allow to set up a math tournament?: Allow at least 60 minutes for room setup and a further 30 minutes for technical checks. Tables, chairs, clocks, answer materials, equipment and refreshments should be ready before participants arrive.
What should I print for a math tournament?: Print assignments, answer sheets and participant lists for every round, plus any answer templates needed for marking. Prepare and label the complete sets at least 1 day in advance so missing pages can still be replaced.

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.