Magic Tournament Checklist

Running a magic tournament takes more than arranging tables and shuffling cards. You need the format and rules confirmed early, a reliable registration process, a judge, pairing materials, and enough time to prepare prizes and documents. This checklist follows the order that keeps the event moving: plan the tournament, confirm players, prepare materials, set up the venue, and manage registration and rounds on the day. It also covers details that are easy to leave until the last minute, such as charging equipment and collecting dietary requirements.

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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 the tournament format
2 people
Set tournament rules
2 people
Create event page
Send invitations
Process registrations
Collect dietary requirements
Confirm tournament judge
Order prizes
Confirm participants
Determine catering quantities
Do the shopping
2 people
Print tournament documents
Prepare participant list
Prepare prize packages
2 people
Charge equipment
Pack tournament materials
2 people
Pick up the venue key
Set out the room layout
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Place the pairing board
2 people
Connect the technical equipment
2 people
Set up catering
3 people
Hang signs
Hold judge briefing
3 people

Event

Open registration
3 people
Check deck lists
3 people
Give welcome briefing
2 people
Publish the first pairings
2 people
Process round results
2 people
Publish round pairings
2 people
Handle judge questions
2 people
Check the play area
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Check the final standings
2 people
Present prizes
3 people

Aftercare

Collect lost property
2 people
Take down tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Pack equipment
2 people
Return materials
2 people
Send out the results
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 publishing the event page. Players need this information when they register, and the judge should have the final version before the tournament starts.
Close registrations early enough to confirm the participant list and estimate catering quantities. Check dietary requirements before shopping rather than trying to adjust food orders on the event day.
Prepare pairing forms, score sheets, deck registration forms, and prize packages before setup day. Printing and sorting these materials in advance prevents registration from becoming the first bottleneck.
Charge the laptop, digital timers, and any other technical equipment before packing. Bring extension cords and power strips, then connect and test everything before players arrive.
Allow dedicated setup time for the registration desk, pairing board, tables, chairs, signs, and catering. Pick up the venue key early enough that a missing item or changed room layout can still be fixed before registration opens.

Frequently asked questions

How far in advance should I organize a magic tournament?: Set the format, rules, venue, and judge at least 4–6 weeks before the event. Open registration once those details are fixed, then confirm participants and catering quantities several days before the tournament.
How many players do I need for a magic tournament?: The number depends on your chosen format and event structure, but you should set a registration limit before invitations go out. Confirm the final player count at least 2–3 days in advance so you can prepare pairings, seating, documents, and prizes.
What should I prepare for magic tournament registration?: Set up one registration desk with the participant list, name stickers, pens, clipboards, and any required deck registration forms. Have it ready at least 30 minutes before registration opens, with the pairing board and round information prepared nearby.
When should I prepare the prizes for a magic tournament?: Order prizes as soon as registration opens or at least 2 weeks before the tournament, depending on availability. Assemble and label the prize packages before setup begins so the final standings can be handled without extra sorting.

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.