Puzzle contest checklist: what to arrange and when

A puzzle contest runs smoothly when the rules, materials, teams, and scoring process are ready before participants arrive. Start by fixing the competition format, checking every puzzle solution, and preparing a tiebreaker. Then handle registrations, dietary requirements, prizes, and team assignments. On the day, allow time to open and ventilate the room, arrange numbered tables, set up registration, and sort each round’s materials so no one is searching for answer forms when the clock starts.

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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

Set the competition format and rules
2 people
Compile puzzle rounds
3 people
Check puzzle solutions
2 people
Prepare the tiebreaker
2 people
Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Order prizes and trophies
Prepare team assignments
2 people
Print puzzle sheets
2 people
Print answer forms
Prepare score sheets
Write name badges
2 people
Do the shopping
2 people
Checking prizes
Sort materials by round
2 people
Pick up venue keys

Event

Open and ventilate the room
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Number the puzzle tables
2 people
Lay out puzzles and answer sheets
3 people
Set out coffee and tea
2 people
Register participants
3 people
Explain the competition rules
Guide Puzzle Round One
3 people
Collect the answers from round one
2 people
Restock drinks and snacks
2 people
Guide Puzzle Round Two
3 people
Calculate interim score
2 people
Restock break buffet
2 people
Guide Puzzle Round Three
3 people
Check answers
3 people
Serve dinner and drinks
3 people
Run the tie-breaker
2 people
Check final score
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes and glasses
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Pack up materials
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Prize table

Game materials

Puzzle bookletsqty 70
Answer formsqty 210
Score sheetsqty 20
Tie-breaker puzzlesqty 10
Pensqty 80
Pencilsqty 80
Erasersqty 30
Pencil sharpenersqty 10
Team number cardsqty 20
Name badgesqty 70
Clipboardsqty 20
Envelopesqty 80
Suggestion boxesqty 4
Calculatorsqty 10
Stopwatchesqty 3
Whiteboard
Whiteboard markersqty 6
Paper cutter
Staplersqty 2
Staplesqty 2
Tapeqty 4
Writing paperqty 500
Prizesqty 3
Trophy

Equipment

Speaker
Microphone
Extension cordsqty 3
Power stripsqty 4
Laptop
Printer

Tableware

Coffee cupsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 6
Pitchersqty 6

Kitchen

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

Cleaning

Trash binsqty 4
Broom
Dustpan and brush
Mopqty 2
Bucketqty 2
Cleaning glovesqty 4

Decorations

Tableclothsqty 12
Round signsqty 4
Directional signsqty 10

Lighting

Table lampsqty 6

Catering

Groceries

Tips

Set the format and rules before compiling the rounds. Decide how many rounds teams will complete, how long each round lasts, how answers are submitted, and how ties will be resolved.
Check every puzzle solution before printing. Have a second person verify the answers and prepare one tiebreaker puzzle in case two or more teams finish with the same score.
Close registrations early enough to make team assignments and print name badges, team number cards, answer forms, and score sheets. A deadline 3–5 days before the contest gives you time to correct missing details.
Sort puzzle booklets, answer sheets, envelopes, and scoring materials by round rather than placing everything in one box. Number the tables before participants arrive so teams can find their seats quickly.
Arrive at least 60 minutes before registration opens. Use the first part of that time to pick up the keys, ventilate the room, arrange tables and chairs, set up the registration and prize tables, and test the speaker and microphone.

Frequently asked questions

How far in advance should I organize a puzzle contest?: Reserve the venue and set the format at least 4–6 weeks ahead. Send invitations once the rules and registration details are fixed, then set a registration deadline 3–5 days before the event.
How long should a puzzle contest round be?: Allow 20–45 minutes per round, depending on the puzzle difficulty and team size. Add 5–10 minutes between rounds for collecting answer forms, checking scores, and distributing the next puzzle.
When should I print puzzle sheets and answer forms?: Print them 2–3 days before the contest, after all puzzle solutions have been checked. Keep each round’s materials together in separate envelopes so they can be handed out without sorting during the event.
How early should I arrive at the venue for a puzzle contest?: Arrive at least 60 minutes before participant registration. This allows time to ventilate the room, set up numbered tables and the registration desk, place the materials, prepare refreshments, and test the microphone.

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