How to organize a puzzle contest

A puzzle contest runs smoothly when the format, timing, and scoring are settled before you invite anyone. Start by choosing the number and length of rounds, then write the rules and test every solution with someone who did not create the puzzles. After registration, assign teams, collect dietary requirements, and prepare one clearly labeled set of papers and supplies for each round. On the day, set up the room, registration desk, tables, answer forms, and score sheets before 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
Set the competition format and rules
2 people
2
Compile puzzle rounds
3 people
3
Check puzzle solutions
2 people
4
Prepare the tiebreaker
2 people
5
Reserve venue
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Order prizes and trophies
10
Prepare team assignments
2 people
11
Print puzzle sheets
2 people
12
Print answer forms
13
Prepare score sheets
14
Write name badges
2 people
15
Do the shopping
2 people
16
Checking prizes
17
Sort materials by round
2 people
18
Pick up venue keys

Event

19
Open and ventilate the room
2 people
20
Set up tables and chairs
4 people
21
Set up registration desk
2 people
22
Number the puzzle tables
2 people
23
Lay out puzzles and answer sheets
3 people
24
Set out coffee and tea
2 people
25
Register participants
3 people
26
Explain the competition rules
27
Guide Puzzle Round One
3 people
28
Collect the answers from round one
2 people
29
Restock drinks and snacks
2 people
30
Guide Puzzle Round Two
3 people
31
Calculate interim score
2 people
32
Restock break buffet
2 people
33
Guide Puzzle Round Three
3 people
34
Check answers
3 people
35
Serve dinner and drinks
3 people
36
Run the tie-breaker
2 people
37
Check final score
2 people
38
Announce the winners
39
Present prizes
2 people
40
See participants off
2 people

Aftercare

41
Collect waste
3 people
42
Wash dishes and glasses
2 people
43
Clear tables and chairs
4 people
44
Clean the room
3 people
45
Pack up materials
2 people
46
Lock up the venue
2 people
47
Return borrowed materials
2 people
48
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Prize table

Game materials

Puzzle bookletsqty 70
Answer formsqty 210
Score sheetsqty 20
Tie-breaker puzzlesqty 10
Pensqty 80
Pencilsqty 80
Erasersqty 30
Pencil sharpenersqty 10
Team number cardsqty 20
Name badgesqty 70
Clipboardsqty 20
Envelopesqty 80
Suggestion boxesqty 4
Calculatorsqty 10
Stopwatchesqty 3
Whiteboard
Whiteboard markersqty 6
Paper cutter
Staplersqty 2
Staplesqty 2
Tapeqty 4
Writing paperqty 500
Prizesqty 3
Trophy

Equipment

Speaker
Microphone
Extension cordsqty 3
Power stripsqty 4
Laptop
Printer

Tableware

Coffee cupsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 6
Pitchersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Trash binsqty 4
Broom
Dustpan and brush
Mopqty 2
Bucketqty 2
Cleaning glovesqty 4

Decorations

Tableclothsqty 12
Round signsqty 4
Directional signsqty 10

Lighting

Table lampsqty 6

Catering

Groceries

Tips

Fix the competition format before sending invitations: decide how many rounds you will run, how long each lasts, how teams submit answers, and how ties are settled. Put these rules on one sheet so every team receives the same information.
Check every puzzle solution at least once before printing. A wrong answer key can invalidate an entire round, so have a second person solve the puzzles and test any tie-breaker separately.
Prepare materials by round rather than in one large pile. Put puzzle booklets, answer forms, envelopes, pens, and score sheets together, and label each table with its team number before opening registration.
Set a firm registration deadline and ask about dietary requirements at the same time. Use the final team list to prepare name badges, team number cards, seating, and enough printed copies instead of printing while guests wait.
Arrive early enough to collect the venue keys, ventilate the room, and complete the furniture setup before registration starts. Leave time to test the microphone or speaker and place the prize and trophy table where everyone can see it.

Frequently asked questions

How many puzzle rounds should a contest have?: For a small contest, plan 3 to 5 rounds of 15 to 30 minutes each. This gives teams variety without making the event too long, and leaves time for collecting answers and updating scores.
When should I send puzzle contest invitations?: Send invitations 3 to 6 weeks before the contest and set the registration deadline about 7 days before it. That gives you time to assign teams, print materials, and arrange food or drinks based on confirmed numbers.
How early should I arrive to set up a puzzle contest?: Allow at least 90 minutes before participants arrive. Use that time to open and ventilate the room, arrange tables and chairs, number the tables, set up registration, and sort each puzzle round.
How do you decide a tie in a puzzle contest?: Prepare one or more tie-breaker puzzles before the event and explain the method in the rules. A practical option is a timed tie-breaker, with the winner being the team that submits the correct solution first; allow at least 10 minutes for it.

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.