Scrabble tournament checklist

A Scrabble tournament runs smoothly when the format, schedule and equipment are settled before players arrive. This checklist takes you from choosing a date and venue through registration, match preparation, refreshments and room setup. Allow time to check every game, prepare score sheets and organise spare letters—not just the boards and letter bags. You will also find the less obvious jobs, such as dietary requirements, name badges, prize presentation and collecting the venue keys.

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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 venue
Determine the tournament format
2 people
Set the rules of the game
2 people
Draw up the match schedule
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Arrange prizes
Check Scrabble games
2 people
Replenish spare letters
Prepare score sheets
Make name badges
Check the shopping list
Do the shopping
2 people
Prepare snacks
2 people
Sort competition cards
Prepare the prize table
Pick up venue keys
Bring materials to the venue
3 people
Check the Venue
2 people
Set up tables
3 people
Set out chairs
2 people
Set up game tables
3 people
Set up registration desk
Set up the scoring table
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Display snacks
2 people

Event

Register participants
2 people
Explain the game rules
Guide the First Round
3 people
Check scores
2 people
Serve snacks
2 people
Refill drinks
2 people
Assist with the second round
3 people
Announce interim standings
Serve the sandwich buffet
3 people
Guide the third round
3 people
Announce finalists
Lead the final
3 people
Check final scores
2 people
Honor the winners
2 people
Serve the last drinks round
2 people

Aftercare

Gather games and materials
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Return materials
3 people
Return borrowed items
Store leftovers
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 48
Registration desk
Score table
Prize table
Stoolsqty 4

Game materials

Scrabble gamesqty 12
Scrabble boardsqty 12
Letter bagsqty 12
Letter racksqty 48
Dictionariesqty 12
Double timersqty 12
Spare lettersqty 2
Scoreboard
Whistle

Office

Score sheetsqty 150
Pensqty 60
Pencilsqty 30
Name badgesqty 50
Clipboardsqty 12
Printer paper
Markersqty 6
Calculatorsqty 3

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving jugsqty 4

Decorations

Tableclothsqty 12
Prize ribbon
Round board

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mop set

Catering

Groceries

Tips

Set the tournament format and rules before opening registration. Players need to know the number of rounds, time limits, dictionary rules and tie-break procedure when they sign up.
Build the match schedule only after registrations close and participants are confirmed. Print spare copies of the schedule and score sheets so one missing page does not delay the first round.
Check every Scrabble set several days before the tournament. Count the tiles, test the double timers and keep spare letters available; a missing blank or timer can interrupt an otherwise complete match.
Prepare the registration desk separately from the score table. Keep name badges, pens, pencils, clipboards and the participant list together so arrivals do not block the first games.
Set up the prize table and refreshments before players enter the room. Leave clear space around the game tables, and check extension cords, power strips, coolers, glasses and coffee cups during the venue inspection.

Frequently asked questions

How far in advance should I organise a Scrabble tournament?: Confirm the date and venue at least 6–8 weeks ahead. Send invitations early enough to close registration before you draw up the match schedule and confirm the final player list.
How many Scrabble sets do I need for a tournament?: Plan one complete Scrabble set for each simultaneous game, plus at least one spare set if the event has more than 4 tables. Check every board, letter bag, rack, timer and tile several days before play.
What should I prepare for Scrabble tournament scoring?: Prepare one score sheet and at least one pen or pencil per player for every round, plus around 10% extra sheets and writing supplies. Keep the scoreboard and calculators at the score table for totals and tie-breaks.
When should I set up the Scrabble tournament venue?: Aim to collect the keys and start room setup 60–90 minutes before registration opens. Set up the registration, score and prize tables first, then arrange chairs, game tables, equipment and refreshments.

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