Warhammer Tournament Checklist

A Warhammer tournament needs more than tables and painted armies. You need fixed rules, a registration process, accurate team lists and a match schedule that can survive a late arrival or a score-sheet error. Start venue and format planning several weeks ahead, then lock registrations and dietary requirements before printing documents. On tournament day, leave at least 60 minutes for table setup, registration and a clear briefing before the first round begins.

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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

Reserve venue
Set tournament rules
2 people
Determine the tournament format
2 people
Create registration form
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Check team lists
2 people
Prepare match scheduling
Order prizes
Do the shopping
2 people
Print tournament documents
Collect materials
2 people
Chill drinks
2 people
Set up tables and chairs
3 people
Number competition tables
2 people
Set up game tables
4 people
Divide the grounds
4 people
Set up registration desk
2 people
Set up catering
2 people
Set up the prize table

Event

Register participants
3 people
Give the tournament briefing
2 people
Guide the First Round
2 people
Process results
2 people
Serve snacks
2 people
Assist with the second round
2 people
Refill drinks
Guide the third round
2 people
Serve sandwiches
3 people
Guide the fourth round
2 people
Check final results
2 people
Present prizes
2 people

Aftercare

Collect waste
2 people
Take down game tables
4 people
Sort site equipment
3 people
Wash dishes
2 people
Clean the venue
3 people
Pack up materials
2 people
Return borrowed items
Publish results

What to bring

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

Furniture

Tablesqty 24
Chairsqty 50
Registration desk
Catering tableqty 2

Equipment

Tournament laptop
Spare laptop
Printer
Extension cordsqty 4
Power stripsqty 6
Phone chargersqty 3
Timerqty 4

Game materials

Play matsqty 24
Site kitsqty 24
Measuring tapesqty 24
Dice traysqty 24
Spare diceqty 10
Objective markersqty 120
Wound markersqty 100
Tokensqty 200

Office supplies

Score sheetsqty 60
Match lineupsqty 60
Participant badgesqty 50
Badge holdersqty 50
Pensqty 60
Markersqty 12
Tapeqty 4
Scissorsqty 4
Prize trophiesqty 6

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Coolersqty 4
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8

Cleaning

Waste binsqty 6
Hand soapqty 3

Catering

Groceries

Tips

Set the format and tournament rules before opening registration. State the number and length of rounds, scoring method, list deadline and what happens if a player is late or a match runs over time.
Close registrations at least 7 days before the event. Use the final participant list to check team lists, collect dietary requirements and prepare badges, score sheets and match lineups without last-minute changes.
Prepare one numbered competition table for every match in the busiest round, then add a few spare tables if the venue allows. Keep play mats, measuring tapes, objective markers, tokens and spare dice together so players are not searching during a round.
Test the tournament laptop, printer, timer and backup laptop before event day. Pack extension cords, power strips, chargers, pens, markers, tape and scissors; these small items are often forgotten until registration or score collection starts.
Set up the registration desk, catering table and prize table before participants arrive. Chill drinks in advance, keep reusable cups and plates accessible, and schedule the briefing early enough that the first round can start on time.

Frequently asked questions

How far in advance should I organise a Warhammer tournament?: Reserve the venue and choose the format at least 6 to 8 weeks before the event. Open registration once the rules, round structure and list deadline are clear, then freeze the final participant list about 7 days before tournament day.
How many tables do I need for a Warhammer tournament?: Plan one competition table for every match in the largest round. For example, 32 players paired into 16 matches need 16 numbered game tables; add 1 or 2 spare tables if space permits.
When should Warhammer tournament registration close?: Close registration 5 to 7 days before the tournament. This gives you time to check team lists, print participant badges and score sheets, prepare match lineups and confirm dietary requirements.
How long before the first round should players arrive?: Open registration at least 45 to 60 minutes before the first round. Use that time to check participants in, hand out badges, resolve list issues and give the tournament briefing before starting the timer.

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.