How to organize a curling tournament

Start by securing the curling rink and tournament date before opening registration. Once you know the available ice time, build the match schedule, set the rules and decide how many teams you can accommodate. Then manage registrations, dietary requirements, team assignments and volunteer roles in one place. In the final week, confirm referees and participants, check the equipment and prizes, prepare score sheets and chill the drinks before teams 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
Set tournament date
2 people
2
Reserve curling rink
3
Draw up the match schedule
2 people
4
Set tournament rules
2 people
5
Send invitations
2 people
6
Open the registration form
7
Approach sponsors
2 people
8
Order prizes
9
Process registrations
2 people
10
Collect dietary requirements
11
Create team assignments
2 people
12
Confirm participants
13
Assign volunteers
2 people
14
Confirm referees
15
Book catering
16
Create a music playlist
17
Make badges and team cards
2 people
18
Print score sheets
19
Send participant information
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Check prizes and medals
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Lay out team cards
26
Check weather and travel updates
27
Open venue
2 people
28
Clean the reception area
3 people
29
Set up tables and chairs
4 people
30
Set up registration desk
2 people
31
Build the catering buffet
3 people
32
Fill coolers
2 people
33
Set up the curling equipment
4 people
34
Place scoreboards
2 people
35
Distribute score sheets
2 people
36
Test sound system
2 people
37
Clear the safety route
2 people
38
Brief the referees
2 people
39
Brief volunteers
2 people

Event

40
Open registration
3 people
41
Receive participants
3 people
42
Hand out team cards
2 people
43
Announce the opening
44
Explain the rules
2 people
45
Supervise the first round
6 people
46
Process scores
2 people
47
Serve coffee and tea
2 people
48
Refill drinks
2 people
49
Supervise the second round
6 people
50
Serve snacks
3 people
51
Clear away break tables
2 people
52
Support the third round
6 people
53
Serve the hot meal
4 people
54
Update match standings
2 people
55
Guide the final round
6 people
56
Check final scores
2 people
57
Announce the winners
2 people
58
Present prizes
3 people
59
Take group photo
2 people
60
See participants off
3 people

Aftercare

61
Pack leftover catering
3 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clear tables and chairs
4 people
65
Return curling equipment
4 people
66
Turn off the sound equipment
2 people
67
Clean the catering area
3 people
68
Check toilets
2 people
69
Lock up the venue
2 people
70
Return deposit materials
2 people
71
Archive invoices and receipts
72
Publish results
73
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Bar unit
Buffet tablesqty 3
Coat rackqty 2
Bollardsqty 12

Sports equipment

Curling stonesqty 32
Curling broomsqty 32
Slidersqty 40
Curling shoesqty 40
Team bibsqty 32
Marker discsqty 24
Stopwatchesqty 6
Scoreboardsqty 4
Scoreboard markersqty 12
Competition whistlesqty 6

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Printer
Mobile chargersqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Hot traysqty 4
Serving spoonsqty 6
Kitchen tongsqty 4
Kitchen towelsqty 12

Decorations

Bib numbersqty 16
Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Stage sign

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Reserve the rink before inviting anyone, then create the match schedule around the actual ice time. Leave enough time between games for teams to clear the sheet and for scores to be recorded.
Set the tournament rules before registration opens. State the format, team size, game length, scoring method and tie-break procedure so you do not have to settle disputes on the day.
Close registration early enough to assign teams and check dietary requirements. A practical deadline is 7 days before the tournament; send final participant information as soon as the assignments are confirmed.
Assign separate people to registration, scoring, refereeing and refreshments. Give referees the rules and competition whistles in advance, and keep printed score sheets and scoreboard markers at each playing area.
Use the final 24 hours for checks rather than shopping. Confirm the prizes and medals, print badges and team cards, test the microphone and sound system, chill the drinks and lay out the team cards before the first arrivals.

Frequently asked questions

How far in advance should I book a curling rink for a tournament?: Book the rink as soon as you have a likely date, preferably 8 to 12 weeks ahead. Popular weekend ice time can disappear quickly, and the confirmed session length determines how many matches you can schedule.
How many teams do I need for a curling tournament?: You can run a small tournament with 4 teams, but 8 teams usually gives you a more practical competition format. Decide the number of teams from the available sheets, ice time and expected game length before opening registration.
When should curling tournament registration close?: Close registration about 7 days before the event. This gives you time to process entries, collect dietary requirements, create team assignments, confirm participants and send the final schedule.
What should I check the day before a curling tournament?: Check the curling stones, brooms, sliders, shoes, team bibs, scoreboards and stopwatches, then test the microphone and sound system. Also confirm referees and catering, print score sheets, check prizes and medals, and prepare drinks and snacks.

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