Anniversary Tournament Checklist

An anniversary tournament needs more than a match schedule. You have to close registrations, assign teams, brief referees, prepare scoreboards and spare balls, and give participants clear instructions before they arrive. This checklist puts the work in a practical order, from confirming the venue to setting out food and checking the final program. It also covers details that are easy to miss, such as dietary requirements, first aid, field markings, participant badges, weather checks, and testing the music and presentations.

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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
Set the tournament format
2 people
Draw up the match schedule
2 people
Send invitations
2 people
Process registrations
2 people
Keep track of the participant list
Collect dietary requirements
Assign teams
2 people
Book referees
Assign table service
Arrange first aid
Develop competition rules
2 people
Order prizes
Put together the music
Send the final program
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Checking prizes
2 people
Print competition forms
Prepare participant badges
2 people
Test music and presentations
2 people
Fill coolers
2 people
Set out fruit and snacks
3 people
Prepare sandwiches
3 people
Prepare coffee and tea
2 people
Set up playing fields
5 people
Set up goals and nets
4 people
Lay out sports equipment
3 people
Set up tables and chairs
4 people
Set up tent and shade areas
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up the prize table
2 people
Connect the sound system
2 people
Set up signage
2 people
Prepare first aid supplies

Event

Staff the reception desk
2 people
Register teams
3 people
Hand out badges
2 people
Give the opening speech
Explain the competition rules
Supervise races
8 people
Keep track of match scores
2 people
Hand out competition whistles
Swap out sports equipment
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Restock snacks and fruit
2 people
Replenish lunch buffet
3 people
Empty trash bins
2 people
Check toilets
Record injuries
Provide music during breaks
Announce finalists
Lead the final
5 people
Handle prize ceremony
3 people
Take group photo
2 people
Give a thank-you speech
Serve the last drinks round
2 people
Collect lost property
2 people
See participants off
2 people

Aftercare

Gather sports equipment
4 people
Take down goals and nets
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Disconnect the sound system
2 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the venue
5 people
Remove signage
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Return lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
Prize table
Waste binsqty 8

Sports equipment

Match ballsqty 8
Spare ballsqty 4
Marker conesqty 60
Conesqty 40
Field marking tapeqty 8
Team bibsqty 40
Referee whistlesqty 8
Stopwatchesqty 4
Scoreboardsqty 4
Spare pumpqty 2
Ball needlesqty 10
Goalsqty 4
Goal netsqty 4
Training hoopsqty 12
Training laddersqty 4
Exercise matsqty 8
Cooling Towelsqty 20
Water jerry cansqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 60
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Table knivesqty 8
Measuring cupsqty 3
Scissorsqty 4

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4
Printer
Mobile phoneqty 2

Decorations

Anniversary bannerqty 2
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Team table labelsqty 8
Prize tableclothqty 2
Route arrowsqty 12
Name badgesqty 100

Lighting

LED string lightsqty 4
LED lampsqty 6
Flashlightsqty 4

Cleaning

Waste binsqty 4
Broomqty 3
Centerpieceqty 2
Mopqty 3
Bucketsqty 3
Sponge clothsqty 12
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Set a registration deadline several days before the tournament so you can assign teams, print participant badges, and create a workable match schedule. Keep one final participant list at the registration desk.
Prepare the playing area before guests arrive: mark the fields, place goals and nets, and test the scoreboards and stopwatches. Keep spare balls, a pump, ball needles, and extra referee whistles together where staff can reach them quickly.
Give referees the competition rules, match schedule, score sheets, and a clear contact person before the first match. Confirm who handles score updates and what happens if a team is late or a match runs over time.
Plan food and drinks around the timetable rather than leaving them until the last break. Check dietary requirements in advance, fill the coolers before the opening, and set out fruit, snacks, and sandwiches when players are not waiting in a queue.
Check the weather forecast close to the event and decide when to put up party tents, protect printed forms, or move registration and food service. Test the music and presentations before participants arrive, not during the opening ceremony.

Frequently asked questions

How early should I send anniversary tournament invitations?: Send invitations at least 3 to 4 weeks before the tournament, then set a registration deadline several days before match planning begins. That gives you time to process registrations, collect dietary requirements, and assign teams.
When should I create the tournament schedule?: Create the first schedule after registrations close and the participant list is stable, usually 3 to 5 days before the event. Send the final program once teams, match times, referees, and practical arrival details have been checked.
How many spare balls do I need for a tournament?: Keep at least 2 spare balls available for each active playing area, plus a spare pump and ball needles. Check them before the first match so a puncture or loss does not stop the schedule.
When should I prepare food and drinks for the tournament?: Buy the food and drinks the day before where possible, then fill coolers and prepare the serving area before participants arrive. Set out fruit, snacks, and sandwiches according to the breaks in the match schedule, with dietary options clearly identified.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.