How to organize a magic tournament

A magic tournament runs smoothly when the competitive details are settled before you invite anyone. Start with the format, rules, venue, and judge, then build registration around the information you need from players. In the final week, confirm attendance, order prizes, prepare score sheets and deck registration forms, and check every piece of equipment. On the day, registration, pairings, round timing, and prize distribution need separate stations and clear ownership.

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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 the tournament format
2 people
3
Set tournament rules
2 people
4
Create event page
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Confirm tournament judge
9
Order prizes
10
Confirm participants
11
Determine catering quantities
12
Do the shopping
2 people
13
Print tournament documents
14
Prepare participant list
15
Prepare prize packages
2 people
16
Charge equipment
17
Pack tournament materials
2 people
18
Pick up the venue key
19
Set out the room layout
2 people
20
Set up tables and chairs
4 people
21
Set up registration desk
2 people
22
Place the pairing board
2 people
23
Connect the technical equipment
2 people
24
Set up catering
3 people
25
Hang signs
26
Hold judge briefing
3 people

Event

27
Open registration
3 people
28
Check deck lists
3 people
29
Give welcome briefing
2 people
30
Publish the first pairings
2 people
31
Process round results
2 people
32
Publish round pairings
2 people
33
Handle judge questions
2 people
34
Check the play area
2 people
35
Refill drinks
2 people
36
Serve snacks and sandwiches
3 people
37
Check the final standings
2 people
38
Present prizes
3 people

Aftercare

39
Collect lost property
2 people
40
Take down tables and chairs
4 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clean the room
3 people
44
Pack equipment
2 people
45
Return materials
2 people
46
Send out the results
47
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Tableclothsqty 8
Waste binsqty 4

Equipment

Laptop
Printer
Extension cordsqty 2
Power stripsqty 6
Digital timersqty 2
Calculatorsqty 2

Game materials

Play matsqty 8
Card boxesqty 12
Basic country setsqty 8
Spare card sleevesqty 10

Office

Score sheetsqty 100
Deck registration formsqty 40
Pairing formsqty 50
Clipboardsqty 6
Ballpoint pensqty 40
Pencilsqty 20
Markersqty 8
Name stickersqty 40
Rolls of tapeqty 4
Scissorsqty 2
Staplersqty 2
Whiteboard
Whiteboard markersqty 4

Catering

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee machinesqty 2
Water jugsqty 4
Serving traysqty 4
Coolersqty 3
Winner's cup
Finalist medalsqty 2
Gift vouchersqty 3
Groceries

Decorations

Tournament banner
Wayfinding signsqty 6
Table numbersqty 8

Cleaning

Washing-up tubsqty 2
Spongesqty 6
Microfiber clothsqty 8
Broom
Dustpan and brush
Mop

Tips

Set the format and tournament rules before creating the event page. Players need to know the expected number of rounds, registration requirements, and how disputes will be handled before they sign up.
Close registrations early enough to prepare pairings and documents. Confirm the participant list at least 24 hours before the tournament, and keep spare score sheets, pens, and card sleeves for last-minute changes.
Confirm the tournament judge before invitations go out. A judge should know the format, rules, start time, and venue details, rather than being asked to solve these questions at the registration desk.
Prepare the room around the pairing board and registration desk, not just the playing tables. Leave clear walking space, place table numbers where players can see them, and test the laptop, printer, timers, extension cords, and power strips before players arrive.
Pack prizes and tournament materials separately from catering supplies. Bring the prize packages, participant list, pairing forms, deck registration forms, clipboards, markers, and whiteboard materials together so registration can start immediately after the venue opens.

Frequently asked questions

How far in advance should I plan a magic tournament?: Start venue, format, rules, and judge planning at least 4 weeks before the event. Open registration once those details are fixed, then confirm participants and catering quantities 24 hours before the tournament.
How many tables do I need for a magic tournament?: Plan one playing table for every 4 seated players, then add a separate registration table and space for the pairing board. For example, 32 players require about 8 playing tables, plus room for staff and movement.
What should I prepare for magic tournament registration?: Set up the registration desk with the participant list, name stickers, pens, clipboards, deck registration forms, and any required payments or confirmations. Have it ready 30 minutes before the announced start time so late paperwork does not delay round one.
When should I order prizes for a magic tournament?: Order prizes as soon as registration opens, ideally at least 2 weeks before the tournament. Prepare and label the prize packages no later than the day before, so final standings can be handled without searching for supplies.

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.