Klaverjastoernooi checklist: organise it in the right order

A klaverjastoernooi runs smoothly when the player list, table plan and scoring materials are ready before guests arrive. Start by booking the venue and setting the rules, then manage registrations, dietary requirements and prizes. In the final days, print the competition forms, check access and prepare the room layout. On the day itself, keep registration, refreshments and scorekeeping separate so the tournament can start on time.

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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
Set prizes and the competition schedule
2 people
Send invitations
Process registrations
Collect dietary requirements
Check participant list
2 people
Assign table numbers
2 people
Confirm participants
Order prizes
Print competition forms
Print the rules
Do the shopping
2 people
Chill drinks
2 people
Buy fresh snacks
2 people
Check location and access
2 people
Set up tables
4 people
Set up chairs
3 people
Place table numbers
2 people
Prepare game materials
3 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people
Hang decorations
2 people
Test music and microphone
2 people

Event

Receive participants
3 people
Check registrations
2 people
Serve coffee and tea
2 people
Handle opening and game instructions
2 people
Supervise the first round
3 people
Refill drinks
2 people
Serve snacks
2 people
Collect and check scores
3 people
Supervise the second round
3 people
Support the third round
3 people
Calculate final standings
3 people
Lead the final
3 people
Announce the winners
2 people
Present prizes
2 people

Aftercare

Collect game materials
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the venue
3 people
Remove decorations
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 13
Chairsqty 52
Registration desk
Prize table
Coat rackqty 2

Game materials

Klaverjas card decksqty 15
Score sheetsqty 80
Pensqty 40
Table numbersqty 12
Clipboardsqty 12
Calculatorsqty 4
Competition bell
Stopwatchqty 2
Prizesqty 6

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 6

Kitchen

Coffee thermosesqty 3
Kettlesqty 2
Coolersqty 3
Serving plattersqty 8
Serving traysqty 4

Decorations

Tableclothsqty 13
Buntingqty 6
Welcome sign
Directional signsqty 4

Lighting

LED lightsqty 4
Extension cordsqty 3

Equipment

Portable speaker
Microphone

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the tournament. Use the final participant list to assign table numbers and confirm who is actually playing.
Write down the rules and competition schedule before sending invitations. Print enough rule sheets and score sheets for every table, plus a few spare copies.
Check the venue 2 to 3 days beforehand, including access, table space, chairs and the location of the registration desk. This prevents last-minute furniture changes.
Prepare the game materials as one set per table: card decks, score sheets, pens, clipboards and table numbers. Keep calculators, the competition bell and stopwatch at the organiser’s desk.
Chill drinks the day before and buy fresh snacks on the day itself. Set up coffee and tea before registration opens, and place snacks on platters so players do not queue during a round.

Frequently asked questions

How far in advance should I organise a klaverjastoernooi?: Book the venue and set the tournament format at least 6 to 8 weeks in advance. Send invitations around 4 weeks before the event and close registrations about 7 days beforehand.
How many tables do I need for a klaverjastoernooi?: Plan one playing table for every group of 4 participants, based on the confirmed list. Add at least one separate table for registration and one for prizes, rather than using a playing table for administration.
When should I print the rules and score sheets?: Print them after registrations close and the schedule is final, usually 3 to 5 days before the tournament. Prepare one complete set per table and keep several spare copies at the registration desk.
What should I prepare on the day of a klaverjastoernooi?: Set up tables, chairs, table numbers and game materials before registration opens, ideally 60 to 90 minutes in advance. Have coffee, tea, chilled drinks and snacks ready before the first round starts.

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