Anniversary hockey tournament checklist

An anniversary hockey tournament needs more than a fixture list. You’ll need to secure the date and venue, confirm the tournament format, recruit teams and referees, and give everyone clear parking and match information. Registration, dietary requirements, prizes and volunteers are easiest to manage when deadlines are set early. The final week is about checking team assignments, printing competition forms, preparing food and drinks, and making sure the pitch equipment and weather plan are ready.

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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
2 people
Determine the tournament format
2 people
Invite teams
2 people
Send invitations
2 people
Open the registration form
Approach sponsors
2 people
Book referees
2 people
Process registrations
2 people
Collect dietary requirements
Create the match schedule
2 people
Send parking information
Confirm reservations
2 people
Order prizes and cups
Schedule competition support
2 people
Assign volunteers
2 people
Draft the tournament rules
2 people
Publish the program
Check team assignments
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set out drinks chilled
2 people
Prepare snacks
4 people
Sort tournament materials
2 people
Print competition forms
Check the weather forecast
Check the field and locker rooms
2 people
Cordon off the area
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the course
4 people
Set up goals and ball nets
4 people
Install scoreboards
2 people
Test music and microphone
2 people
Set up the registration table
2 people
Set up the catering buffet
4 people
Prepare first aid supplies
Lay out prizes and program booklets
2 people

Event

Carry out team registration
3 people
Deliver the welcome speech
Guide teams to the fields
2 people
Supervise races
8 people
Keep track of match scores
2 people
Announce the schedule
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
3 people
Empty trash bins
2 people
Check the changing rooms intermittently
2 people
Announce finalists
Lead the final
4 people
Handle prize ceremony
3 people
Take Anniversary Photo
2 people
Serve the last round
2 people
See off guests
2 people

Aftercare

Clean up catering
4 people
Gather sports equipment
4 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the grounds
4 people
Clean changing rooms
2 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Clothes racksqty 4

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 40
Spare hockey sticksqty 12
Conesqty 40
Marker conesqty 40
Field marking tapeqty 4
Whistlesqty 8
Scoreboardsqty 4
Team bibsqty 40
Ball netsqty 4
Cooling bags for injuriesqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Cold packsqty 12
Safety vestsqty 12

Tableware

Reusable cupsqty 180
Platesqty 150
Knivesqty 150
Forksqty 150
Spoonsqty 80
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8

Catering

Thermos flasksqty 6
Coolersqty 8
Drink cratesqty 6
Water dispensersqty 3
Chafing dishesqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Groceries

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6

Lighting

LED string lightsqty 6
LED lampsqty 8

Decorations

Anniversary bannerqty 2
Buntingqty 6
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 10
Wayfinding signsqty 8
Name badgesqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot platesqty 2
Serving spoonsqty 8
Aluminum foilqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Hand soap dispensersqty 6
Paper dispensersqty 6

Tips

Set the registration deadline at least 3–4 weeks before the tournament, then leave time to process entries, check team assignments and create the match schedule.
Book referees and competition support as soon as the date is confirmed. For a full day of matches, assign named volunteers to registration, scoring, pitch changes and refreshments rather than relying on spare capacity.
Send the programme and parking information at least 7 days before the event. Include arrival time, first match time, pitch or field assignments, tournament rules and what teams need to bring.
Check the equipment against the match format before event week: goals, balls, spare sticks, cones, marker cones, field marking tape, whistles, scoreboards, bibs and ball nets all need to be available in working condition.
Do the shopping and chill drinks the day before where possible. Prepare snacks, fill water dispensers and place cooling bags for injuries with the tournament materials so volunteers are not searching during a match.

Frequently asked questions

How far in advance should I organise an anniversary hockey tournament?: Start planning 8–12 weeks before the tournament. Confirm the date and location first, then allow 3–4 weeks for team invitations and registration, followed by time for fixtures, officials, prizes and catering.
When should teams register for a hockey tournament?: Close registration 3–4 weeks before the event. This gives you enough time to process registrations, check team assignments and publish a workable match schedule at least 7 days ahead.
How many referees and volunteers do I need?: Plan at least one referee for every match running at the same time, plus a named reserve if the tournament lasts several hours. Assign volunteers at least 1–2 weeks beforehand for registration, scoring, refreshments, equipment and competition support.
What should I prepare the day before a hockey tournament?: Prepare the competition materials, print forms, check the shopping list, chill drinks and organise snacks the day before. Also check the weather forecast and confirm that tents, tables, seating, goals and field-marking equipment are ready.

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