How to organize a Warhammer tournament

A Warhammer tournament runs smoothly when players know the format, tables are ready, and match information is easy to find. Start by booking a venue with enough room for competition tables, registration, catering, and spectators. Set the rules and tournament format before opening registration, then build the schedule from the confirmed player list. On the day, allow time for check-in, a clear briefing, and a guided first round so problems are caught before the tournament is underway.

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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 tournament rules
2 people
3
Determine the tournament format
2 people
4
Create registration form
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Check participant list
9
Check team lists
2 people
10
Prepare match scheduling
11
Order prizes
12
Do the shopping
2 people
13
Print tournament documents
14
Collect materials
2 people
15
Chill drinks
2 people
16
Set up tables and chairs
3 people
17
Number competition tables
2 people
18
Set up game tables
4 people
19
Divide the grounds
4 people
20
Set up registration desk
2 people
21
Set up catering
2 people
22
Set up the prize table

Event

23
Register participants
3 people
24
Give the tournament briefing
2 people
25
Guide the First Round
2 people
26
Process results
2 people
27
Serve snacks
2 people
28
Assist with the second round
2 people
29
Refill drinks
30
Guide the third round
2 people
31
Serve sandwiches
3 people
32
Guide the fourth round
2 people
33
Check final results
2 people
34
Present prizes
2 people

Aftercare

35
Collect waste
2 people
36
Take down game tables
4 people
37
Sort site equipment
3 people
38
Wash dishes
2 people
39
Clean the venue
3 people
40
Pack up materials
2 people
41
Return borrowed items
42
Publish results

What to bring

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

Furniture

Tablesqty 24
Chairsqty 50
Registration desk
Catering tableqty 2

Equipment

Tournament laptop
Spare laptop
Printer
Extension cordsqty 4
Power stripsqty 6
Phone chargersqty 3
Timerqty 4

Game materials

Play matsqty 24
Site kitsqty 24
Measuring tapesqty 24
Dice traysqty 24
Spare diceqty 10
Objective markersqty 120
Wound markersqty 100
Tokensqty 200

Office supplies

Score sheetsqty 60
Match lineupsqty 60
Participant badgesqty 50
Badge holdersqty 50
Pensqty 60
Markersqty 12
Tapeqty 4
Scissorsqty 4
Prize trophiesqty 6

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Coolersqty 4
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8

Cleaning

Waste binsqty 6
Hand soapqty 3

Catering

Groceries

Tips

Set the format and rules before sending invitations. State the number of rounds, game time, army requirements, scoring method, and tie-breakers so players do not register with different expectations.
Close registration early enough to build the match schedule. A deadline 7 days before the event gives you time to check participant and team lists, confirm dietary requirements, and print score sheets and badges.
Plan the room around the game tables, not just the available seats. Number every competition table, leave clear walking space, and keep the registration desk, prize table, and catering area separate from active games.
Prepare a technical backup before players arrive. Test the tournament laptop, printer, timer, extension cords, and power strips, and keep a spare laptop, chargers, pens, dice, markers, and measuring tapes available.
Give players a short briefing before round one starts. Explain table numbers, match reporting, time limits, objective markers, and where to ask questions; then guide the first round instead of sending everyone off without direction.

Frequently asked questions

How far in advance should I organize a Warhammer tournament?: Book the venue and define the format at least 6 to 8 weeks ahead. Open registration once the rules, player limit, and schedule structure are clear, then close entries about 7 days before the tournament.
How many tables do I need for a Warhammer tournament?: Plan one fully prepared game table for every active match, plus at least 10% spare capacity if the room allows it. For 32 players in 16 matches, prepare 16 numbered competition tables and keep room for registration, catering, and movement.
What should I prepare for Warhammer tournament registration?: Set up the registration desk with the confirmed participant list, badges and holders, pens, and any printed match information. Allow about 30 minutes before the briefing for check-in, late questions, and correcting last-minute details.
How long should a Warhammer tournament round last?: Use the game time stated in your tournament rules and add 10 to 15 minutes between rounds for score reporting and match reshuffling. Publish the round start and finish times before registration so players can plan their day.

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