Math tournament checklist: what to arrange and when

A math tournament needs more than questions and a room. You have to coordinate registrations, dietary requirements, teams, round schedules, scoring, printed materials, equipment, refreshments, and clear instructions for participants. Start with the date and rooms, then build the competition structure before sending the final schedule. This checklist keeps the administrative work, round preparation, and event-day setup in the right order, so missing answer sheets or power connections do not delay the first problem.

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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

Confirm tournament date
Reserve rooms
Draft participant terms and conditions
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign escorts
2 people
Set competition rules
2 people
Assemble Tasks
3 people
Create answer templates
2 people
Determine the points distribution
2 people
Draw up the match schedule
2 people
Create team assignments
2 people
Send confirmation to participants
Share access route
Order prizes and certificates
Check the shopping list
2 people
Do the shopping
2 people
Print assignments
2 people
Print answer sheets
2 people
Print participant lists
Prepare packages per round
3 people
Prepare materials
2 people
Chill drinks
2 people
Set up tables
4 people
Set out chairs
3 people
Set up the reception desk
2 people
Set up competition halls
4 people
Set up break area
2 people

Event

Staff the registration desk
2 people
Guide participants to the rooms
3 people
Open tournament
Guide First Competition Round
8 people
Collect round one answers
4 people
Check Round One Answers
4 people
Serve break drinks
3 people
Refill drinks
2 people
Process the interim results
2 people
Guide round two of the competition
8 people
Collect round two answers
4 people
Review the answers for round two
4 people
Serve sandwiches and fruit
4 people
Refill drinks
2 people
Announce finalists
Lead the final
4 people
Review the final
3 people
Check the result
2 people
Present prizes
2 people
See participants off
2 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the competition halls
3 people
Clean the break room
2 people
Count and store materials
2 people
Collect lost and found items
Lock up the venue
2 people
Send results to participants
Return leftover items
2 people
Share photos with permission

What to bring

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

Furniture

Tablesqty 24
Chairsqty 130
Reception desk
Tableclothsqty 8

Equipment

Laptopsqty 4
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Stopwatchesqty 10
Wall clocksqty 8
Microphone
Portable speaker

Sports equipment

Whiteboardsqty 8
Markers for whiteboardqty 32
Counting cubesqty 16
Measuring rulersqty 16
Set squaresqty 32
Calculation Cardsqty 160
Puzzlesqty 16

Tableware

Reusable cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6

Decorations

Round signsqty 8
Directional signsqty 20
Stage backdrop
Prize table sign

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Glovesqty 10

Catering

Groceries

Tips

Confirm the date and reserve the rooms before opening registration. Check how many tables, chairs, power outlets, and extension cords each room can support, especially if laptops or printers are used.
Set a registration deadline far enough ahead to process entries, dietary requirements, and team assignments. Send the confirmed schedule, access route, rules, and participant terms at least 5–7 days before the tournament.
Finish the competition structure before printing anything: write the assignments, define the points distribution, create answer templates, and draw up the match schedule. Keep one master version so printed tasks and scoring sheets cannot get out of sync.
Prepare one labelled package per round with assignments, answer sheets, timing instructions, and any required calculation cards, puzzles, measuring tools, or whiteboard materials. Pack these before event day rather than sorting 61 separate tasks while participants wait.
Run an event-day equipment check 60–90 minutes before arrival. Test the microphone, speaker, laptops, printers, stopwatches, and power strips, then set out the reception table, participant lists, certificates, cups, and chilled drinks.

Frequently asked questions

How far in advance should I organise a math tournament?: Set the date and reserve the rooms at least 6–8 weeks ahead. Open registration after the rules, capacity, and participant terms are ready, and close it early enough to create teams and the match schedule.
When should I send the final math tournament information?: Send the confirmation, access route, timetable, rules, and practical instructions 5–7 days before the tournament. Include arrival time and anything participants must bring so questions do not pile up on the morning itself.
How early should I prepare the math tournament materials?: Complete the assignments, answer templates, scoring, and round packages at least 2–3 days before the event. Print assignments, answer sheets, participant lists, and backup copies no later than the day before.
What equipment do I need to check before a math tournament?: Check tables, chairs, clocks, stopwatches, laptops, printers, extension cords, power strips, whiteboards, markers, and the microphone 60–90 minutes before opening. Also verify that each round has its own materials and that drinks and serving equipment are ready.

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.