Airsoft match checklist: what to arrange and when

An airsoft match needs more than replicas and a field booking. You need to coordinate registrations, deposits, teams, transport, safety zones, protective gear and game scenarios before players arrive. This checklist helps you work through the match in a practical order, from reserving the venue to checking batteries, setting up registration and briefing participants. It also covers the details that are easy to leave until the last minute, such as dietary requirements, printed forms and spare power.

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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

Send invitations
Process registrations
Collect dietary requirements
Reserve an airsoft field
Reserve airsoft equipment
Arrange transport to the venue
Process payments and deposits
Assemble teams
2 people
Develop game scenarios
2 people
Send participant information
Check the shopping list
Do the shopping
2 people
Check equipment and batteries
2 people
Print competition forms
Check first aid
Load transport
2 people
Inspect the competition area
2 people
Set up the registration desk
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up catering
3 people
Connect lighting and power
2 people
Mark safety zones
3 people

Event

Register participants
2 people
Hand out protective gear
3 people
Give the safety briefing
2 people
Explain teams and starting positions
2 people
Check weapons and masks
3 people
Guide the first game round
4 people
Guide the second round of the game
4 people
Guide the third game round
4 people
Serve break snacks
3 people
Refill drinks
2 people
Lead the evening round
4 people
Guide the final round
4 people
Record the results
2 people
Announce the winner
Check out participants
2 people
Collect airsoft equipment
3 people

Aftercare

Clean up the venue
4 people
Collect waste
2 people
Clean dishes and equipment
3 people
Dismantle lighting and power
2 people
Reload materials
3 people
Return borrowed equipment
2 people
Dry coolers and tents
2 people
Clean the transport
2 people
Record damage

What to bring

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

Sports equipment

Airsoft replicasqty 30
Airsoft masksqty 40
BBsqty 10
Reserve storage unitsqty 60
Spare batteriesqty 30
Battery chargersqty 10
Protective glovesqty 40
High-visibility vestsqty 10
Field flagsqty 6
Traffic conesqty 20
Whistlesqty 4
Chronograph
Walkie-talkiesqty 8
Site mapsqty 6

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 20
Waste binsqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Work lightsqty 4
Headlampsqty 40
Extension cordsqty 4
Power stripsqty 4
Laptop
Printer

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Serving plattersqty 8
Serving utensilsqty 8
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2

Safety

First aid kitsqty 2
Flashlightsqty 4

Cleaning

Handwash sinksqty 2
Spongesqty 6

Catering

Groceries

Tips

Reserve the airsoft field and equipment before sending final invitations, then set a clear registration and payment deadline. This gives you time to replace cancellations and confirm deposits.
Send participants the meeting point, transport plan, schedule, required clothing and safety rules several days before the match. Include a deadline for dietary requirements rather than collecting them at registration.
Check every replica, mask, battery, charger, radio and chronograph before loading transport. Test spare batteries and label storage units so equipment can be issued quickly on arrival.
Mark safety zones with field flags and traffic cones before players receive their protective gear. Keep high-visibility vests, whistles, site maps and walkie-talkies with the organisers, not mixed into player equipment.
Set up registration, tables, chairs, catering, lighting and power before the first group arrives. Print competition forms in advance and keep first-aid supplies accessible throughout the match.

Frequently asked questions

How far in advance should I organise an airsoft match?: Start booking the field and equipment at least 6–8 weeks before the match. Send invitations once the venue, date and basic transport plan are confirmed, then close registrations about 7 days before play.
How many BBs and spare batteries do I need for an airsoft match?: Plan BBs around the match format and player numbers, with extra stock for misfeeds or longer scenarios. Bring at least one tested spare battery for each battery-powered replica, plus chargers and a way to power them safely.
When should airsoft teams and game scenarios be finalised?: Finalise teams and scenarios 2–3 days before the match, after registrations and payments are checked. Keep a small reserve list so you can rebalance teams when someone cancels on the day.
What should I check on the morning of an airsoft match?: Inspect the competition area, safety boundaries, first-aid access, lighting and power before registration opens. Allow at least 60 minutes for setup, equipment checks and protective-gear handout before the first briefing.

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.