How to organise a Sudoku contest from start to finish

A Sudoku contest needs more than a stack of puzzles and a timer. Decide the format and scoring method first, then build the schedule around registration, timed solving rounds and marking. Test every puzzle yourself, prepare answer sheets and backup copies, and give participants clear instructions before they arrive. The details most often missed are spare pens, a reliable timing method, correctly labelled tables and enough time to check scores before announcing the winners.

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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 competition venue
2
Set competition format
2 people
3
Arrange prize money and prizes
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Update participant list
8
Select Sudoku puzzles
2 people
9
Test-solve Sudoku puzzles
3 people
10
Check answer sheets
2 people
11
Draw up the competition rules
2 people
12
Set the assessment method
2 people
13
Confirm participants
14
Send practical information
15
Prepare prizes and certificates
2 people
16
Check the shopping list
17
Do the shopping
2 people
18
Prepare Sudoku packs
3 people
19
Making participant badges
2 people
20
Check the venue and materials
2 people
21
Fill coolers
2 people
22
Set up tables and chairs
4 people
23
Set up registration desk
2 people
24
Number competition tables
2 people
25
Prepare Sudoku packs
3 people
26
Test the projector and screen
2 people
27
Test sound system
2 people
28
Prepare coffee and tea
2 people
29
Set out sandwiches and snacks
3 people
30
Brief volunteers
3 people

Event

31
Receive participants
4 people
32
Register attendance
2 people
33
Explain the competition rules
34
Guide the First Round
4 people
35
Review the round one answers
4 people
36
Serve drinks and snacks
3 people
37
Assist with the second round
4 people
38
Review round two answers
4 people
39
Serve sandwiches and hot drinks
3 people
40
Refill drinks
2 people
41
Guide the final round
4 people
42
Check the final answers
4 people
43
Prepare the final results
3 people
44
Announce the winners
2 people
45
Award prizes and certificates
3 people
46
See participants off
2 people

Aftercare

47
Gather competition materials
3 people
48
Clear tables and chairs
4 people
49
Wash dishes and glasses
3 people
50
Collect waste
2 people
51
Clean the venue
3 people
52
Pack equipment
2 people
53
Return materials
2 people
54
Handle lost and found
55
Send results to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 65
Registration desk
Coat racksqty 2

Game materials

Sudoku puzzle bookletsqty 180
Answer sheetsqty 200
Backup puzzlesqty 30
Puzzle Foldersqty 65
Stopwatchesqty 6
Prizesqty 3
Certificatesqty 65

Office supplies

Ballpoint pensqty 80
Pencilsqty 80
Erasersqty 70
Pencil sharpenersqty 10
Participant badgesqty 65
Table numbersqty 8
Score sheetsqty 100
Clipboardsqty 8
Tapeqty 4
Scissorsqty 3
Bindersqty 4

Equipment

Laptopsqty 2
Printer
Projector
Projection screen
Sound system
Microphoneqty 2
Extension cordsqty 5
Power stripsqty 6

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Coolersqty 4
Groceries

Tableware

Mugsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Small bowlsqty 12

Decorations

Welcome sign
Competition posterqty 4
Tableclothsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Washing-up basinsqty 3
Spongesqty 6
Floor squeegee
Broomqty 2
Dustpan and brushqty 2

Tips

Set the contest format before selecting puzzles. Decide how many rounds you will run, how long each round lasts and whether speed, accuracy or a combination determines the result.
Test-solve every selected puzzle and keep backup puzzles ready. Record the expected difficulty and check that each answer sheet matches the correct booklet before printing or packing.
Allow 20–30 minutes for registration before the first round. Use participant badges, an updated list and numbered tables so late arrivals can be directed quickly without delaying the contest.
Explain the rules and scoring method before the clock starts. State what happens when a participant finishes early, how corrections are handled and when answer sheets must be handed in.
Prepare the venue in sequence: tables and chairs first, then table numbers, the registration desk, puzzle packs and timing equipment. Check the projector, microphone, printer and extension cords at least one day before the contest.

Frequently asked questions

How long should a Sudoku contest last?: Allow 2–3 hours for a small contest, including 20–30 minutes for registration, the solving rounds, marking and the prize presentation. Add at least 15 minutes of buffer if several rounds or a large participant group are involved.
How many Sudoku puzzles do I need for a contest?: Prepare one puzzle booklet or pack per participant for each round, plus at least 10% extra copies as backups. For example, 40 participants completing three rounds require 120 primary puzzle packs and 12 additional copies.
How do you score a Sudoku competition?: Choose the scoring method before invitations are sent. A practical system awards points for correct solutions and uses completion time as a tie-breaker; publish the rules and allow 10–15 minutes after the final round to verify the scores.
What should I prepare the day before a Sudoku contest?: Pack the puzzle booklets, answer sheets, score sheets, badges and writing supplies by table or participant. Also test-solve the puzzles, check the venue layout and test the printer, projector, sound system and timing equipment at least 24 hours beforehand.

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.