Sudoku contest checklist: what to arrange and when

A Sudoku contest needs more than a stack of puzzles and a room full of tables. You need a clear format, tested puzzles, reliable scoring, prepared participant packs, and a registration process that works under time pressure. Start by fixing the competition rules and assessment method, then confirm entries and dietary requirements before preparing materials. Use this checklist to keep the venue, equipment, prizes, and participant information on schedule.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve competition venue
Set competition format
2 people
Arrange prize money and prizes
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
Select Sudoku puzzles
2 people
Test-solve Sudoku puzzles
3 people
Check answer sheets
2 people
Draw up the competition rules
2 people
Set the assessment method
2 people
Confirm participants
Send practical information
Prepare prizes and certificates
2 people
Check the shopping list
Do the shopping
2 people
Prepare Sudoku packs
3 people
Making participant badges
2 people
Check the venue and materials
2 people
Fill coolers
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Number competition tables
2 people
Prepare Sudoku packs
3 people
Test the projector and screen
2 people
Test sound system
2 people
Prepare coffee and tea
2 people
Set out sandwiches and snacks
3 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register attendance
2 people
Explain the competition rules
Guide the First Round
4 people
Review the round one answers
4 people
Serve drinks and snacks
3 people
Assist with the second round
4 people
Review round two answers
4 people
Serve sandwiches and hot drinks
3 people
Refill drinks
2 people
Guide the final round
4 people
Check the final answers
4 people
Prepare the final results
3 people
Announce the winners
2 people
Award prizes and certificates
3 people
See participants off
2 people

Aftercare

Gather competition materials
3 people
Clear tables and chairs
4 people
Wash dishes and glasses
3 people
Collect waste
2 people
Clean the venue
3 people
Pack equipment
2 people
Return materials
2 people
Handle lost and found
Send results to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 65
Registration desk
Coat racksqty 2

Game materials

Sudoku puzzle bookletsqty 180
Answer sheetsqty 200
Backup puzzlesqty 30
Puzzle Foldersqty 65
Stopwatchesqty 6
Prizesqty 3
Certificatesqty 65

Office supplies

Ballpoint pensqty 80
Pencilsqty 80
Erasersqty 70
Pencil sharpenersqty 10
Participant badgesqty 65
Table numbersqty 8
Score sheetsqty 100
Clipboardsqty 8
Tapeqty 4
Scissorsqty 3
Bindersqty 4

Equipment

Laptopsqty 2
Printer
Projector
Projection screen
Sound system
Microphoneqty 2
Extension cordsqty 5
Power stripsqty 6

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Coolersqty 4
Groceries

Tableware

Mugsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Small bowlsqty 12

Decorations

Welcome sign
Competition posterqty 4
Tableclothsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Washing-up basinsqty 3
Spongesqty 6
Floor squeegee
Broomqty 2
Dustpan and brushqty 2

Tips

Test-solve every selected Sudoku puzzle before printing it, and keep backup puzzles ready in case one contains an error or proves unsuitable. Check answer sheets against the final puzzle versions rather than assuming the numbering matches.
Set the competition format, rules, and assessment method before sending practical information. Participants should know the start time, time limits, scoring, permitted equipment, registration procedure, and how ties will be handled.
Close registration early enough to update the participant list, print badges, number tables, and assemble one complete puzzle pack per participant. Prepare a few extra packs and blank answer sheets for late changes or damaged materials.
Walk through the venue setup before contest day: registration desk, coat racks, numbered tables, seating, power points, projection equipment, and sound equipment. Put extension cords and power strips on the check list so laptops, printers, stopwatches, and presentation equipment can be tested together.
Prepare prizes, certificates, score sheets, and the final results process before participants arrive. Decide who records scores and who checks disputed answers, so the assessment does not stop when the last puzzle is handed in.

Frequently asked questions

How far in advance should I organise a Sudoku contest?: Allow at least 4 to 6 weeks for a small contest. That gives you time to reserve the venue, set the format, send invitations, process registrations, test the puzzles, and order or prepare prizes.
How many Sudoku puzzles should I prepare per participant?: Prepare one complete competition pack per participant, plus at least 5 to 10% extra packs for damaged materials, late registrations, or printing errors. Keep additional backup puzzles separate from the main packs.
When should I confirm Sudoku contest participants?: Send a confirmation and practical information 7 to 10 days before the contest, after checking registrations and dietary requirements. Update the participant list again 1 to 2 days before the event so badges, table numbers, and packs match the expected attendance.
What equipment is needed for a Sudoku contest?: Plan for tables, chairs, a registration desk, puzzle booklets, answer sheets, pens or pencils, erasers, stopwatches, score sheets, clipboards, prizes, and certificates. If you use digital scoring or presentations, test the laptops, printer, projector, screen, microphone, sound system, extension cords, and power strips at least one day beforehand.

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.