Klaverjastoernooi organising checklist

A Klaverjastoernooi runs smoothly when the playing format, registration and table plan are fixed before people arrive. Start by setting the rules and prize schedule, then open registration and close the participant list in time to create the match schedule. On the day, allow time for numbered tables, score sheets, the registration desk, refreshments and a clear start signal. This checklist puts the work in order, including the small details that are easy to leave until the last hour.

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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

Reserve venue
Set tournament rules
2 people
Determine prize schedule
2 people
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Close the participant list
Arrange the table layout
2 people
Create the match schedule
2 people
Prepare score sheets
Order prizes
Checking prizes
Do the shopping
2 people
Chill drinks
2 people
Set out tableware
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Number the tables
2 people
Lay out playing cards
2 people
Set up the scoring table
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people

Event

Receive participants
3 people
Register entry fees
2 people
Give the tournament explanation
Supervise the first round
2 people
Process round one scores
2 people
Refill drinks
2 people
Supervise the second round
2 people
Serve sandwiches
3 people
Process round two scores
2 people
Support the third round
2 people
Process round three scores
2 people
Supervise fourth round
2 people
Check the final standings
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect cards and forms
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Return materials
2 people
Send out the results
Store leftover groceries
2 people

What to bring

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

Furniture

Game tablesqty 8
Chairsqty 40
Registration desk
Tableclothsqty 8
Coat rack

Game materials

Playing cardsqty 12
Score sheetsqty 100
Pensqty 50
Clipboardsqty 8
Calculatorsqty 4
Table numbersqty 8
Competition clock
Bell
Prizesqty 6

Tableware

Coffee cupsqty 45
Drinking glassesqty 45
Platesqty 45
Cutlery setsqty 45
Teaspoonsqty 45
Serving plattersqty 8
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Welcome sign
Directional signsqty 6
Name badgesqty 45

Equipment

Power stripsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Close registrations early enough to create the match schedule and prepare one score sheet, clipboard and pen for every table in use. Keep a few spare copies at the scoring table.
Set up the tables and chairs before laying out the cards. Number every table clearly and place the competition clock and bell where all players can see or hear them.
Check the prizes when they arrive rather than on tournament day. Match them against the prize schedule and keep them together at the scoring table.
Open the venue with enough time to prepare coffee, tea, chilled drinks and snacks before registration begins. Put cups, glasses, plates, cutlery and teaspoons where players can find them without interrupting play.
Use a registration desk with name badges and a welcome sign, then add directional signs if players need to find the tournament room, coat rack or refreshments. This prevents repeated questions once the first round starts.

Frequently asked questions

How far in advance should I organise a Klaverjastoernooi?: Set the rules, venue and prize schedule at least 6 to 8 weeks before the tournament. Open registrations soon after, so you have time to process entries and collect dietary requirements.
When should registration close for a Klaverjastoernooi?: Close the participant list at least 5 to 7 days before the event. You need that time to create the match schedule, prepare score sheets and confirm the table layout.
How much setup time does a Klaverjastoernooi need?: Allow at least 2 hours before the first players arrive for tables, chairs, table numbers, the registration desk, cards, score sheets and refreshments. Add extra time if the venue is unfamiliar or the furniture is stored separately.
What do I need at each Klaverjastoernooi table?: Plan one playing-card set, score sheet, clipboard and several pens per table, plus a clearly visible table number. Keep calculators and spare stationery at the scoring table rather than distributing them everywhere.

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.