Screen tournament checklist and planning guide

A screen tournament runs smoothly when registrations, rules, equipment and timing are settled before competitors arrive. Start by fixing the date and venue, then set the format, publish registration details and build the schedule from the final participant list. On the day, allow time to mark the lanes, connect scoring machines, test spare cables and prepare the registration desk. This checklist covers the planning sequence, including details that are easy to leave until the last minute.

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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 date and location
Set the tournament format
2 people
Draw up competition rules
2 people
Make reservations
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Confirm referees
Close the participant list
Create the match schedule
2 people
Assign groups
2 people
Assign start numbers
Order prizes and medals
Send participant information
Check sports equipment
3 people
Do the shopping
2 people
Prepare print materials
Open venue
2 people
Mark floor and tracks
4 people
Roll out screen lanes
6 people
Connect scoring equipment
4 people
Set up competition tables
3 people
Set up registration desk
2 people
Set up catering
3 people
Place prizes and signage
2 people
Conduct a safety check
3 people
Brief the referees
3 people

Event

Receive participants
4 people
Register attendance
2 people
Carry out equipment inspection
3 people
Open tournament
Guide pool matches
8 people
Process the competition standings
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Publish interim results
Serve break snacks
3 people
Guide the final round
8 people
Collect contest sheets
2 people
Announce the final
Present prizes
3 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Turn off scoring equipment
2 people
Pack sports equipment
4 people
Roll up the pistes
6 people
Put tables and chairs back
4 people
Clean the venue
4 people
Return rented equipment
2 people
Publish results
Send thank-you message

What to bring

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

Sports equipment

Screen lanesqty 6
Track reelsqty 6
Electric swordsqty 12
Electric foilqty 12
Electric sabersqty 12
Face masksqty 24
Screen vestsqty 24
Fencing glovesqty 24
Reserve weaponsqty 12
Spare body cordsqty 12
Spare cablesqty 12
Scoring machinesqty 6
Referee whistlesqty 8
Bib numbersqty 60
Conesqty 24
First aid kit

Furniture

Tablesqty 10
Chairsqty 60
Registration desk
Waste binsqty 6

Equipment

Laptopqty 2
Printer
Extension cordsqty 8
Power stripsqty 8
Speaker
Microphone

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Serving plattersqty 8
Scissorsqty 3

Decorations

Tournament banner
Directional signsqty 8
Tableclothsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2

Catering

Medalsqty 12
Winner's cupsqty 3
Groceries

Tips

Close registration before creating the match schedule. Once the participant list is final, assign groups and start numbers so the printed schedule matches the bib numbers handed out at check-in.
Test every scoring machine, screen lane and connection before doors open. Keep reserve weapons, spare body cords and spare cables ready rather than waiting for the first equipment failure.
Set up the registration desk at least 45 minutes before the first match. Put the laptop, printer, bib numbers and participant information together so missing details can be resolved in one place.
Order prizes and medals early enough to allow at least 2 weeks for delivery. Check the spelling and order of names before preparing any presentation or printed materials.
Plan catering around the tournament timetable, not just the headcount. Set up tables, chairs, reusable cups, plates, cutlery and the coffee maker before competition starts, while keeping food and cables away from the lanes.

Frequently asked questions

How far in advance should I start planning a screen tournament?: Start at least 8 weeks before the tournament. Confirm the date and location first, then allow time for invitations, registrations, referees, equipment checks and prize orders.
When should registration close for a screen tournament?: Close registration 7 to 10 days before the event. This gives you enough time to process requirements, assign groups and create a reliable match schedule.
How early should the venue be opened on tournament day?: Open the venue at least 2 hours before the first match. Use the first hour for lanes, tables and equipment, then keep the remaining time for scoring tests, registration and last-minute fixes.
How much spare equipment is needed for a screen tournament?: Prepare at least one reserve weapon for each weapon type and spare body cords and cables before the tournament begins. For a larger field, add extra equipment so one failure does not stop a lane.

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.