Bike Polo Tournament Checklist

A bike polo tournament needs more than teams and a court. You have to lock in the format, confirm permits and insurance, manage registrations, schedule referees, and prepare a safe playing area. This checklist puts those jobs in a workable order, from choosing the date and venue to testing balls, sticks and repair equipment before the first match. Use it to avoid last-minute gaps such as missing bibs, no spare wheels, uncharged lights or a schedule that gives referees no breaks.

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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 competition rules
2 people
Check permits
Check insurance
Book referees
Arrange first aid coverage
Set up competition table
Create registration form
Send invitations
2 people
Open registration
Approach sponsors
2 people
Draw the venue layout
2 people
Process registrations
Collect dietary requirements
Check participant list
Draw up the match schedule
2 people
Schedule referees
Confirm reservations
Send participant information
Order prizes and medals
Check sports equipment
2 people
Test balls and sticks
2 people
Gather spare parts
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare participant registration
2 people
Print competition forms
Inspect venue
2 people
Clean the playing field
3 people
Place barriers
4 people
Set up goals
3 people
Set up tables and chairs
4 people
Hang up information signs
2 people
Mark the start and finish areas
2 people
Set up the first aid station
2 people
Set up competition table
2 people
Test sound system
2 people
Set up the catering buffet
3 people
Brief volunteers
2 people

Event

Receive participants
3 people
Check bikes and safety gear
2 people
Explain the tournament rules
Lead the warm-up
2 people
Supervise races
5 people
Record scores
2 people
Inform the audience
Refill drinks
2 people
Serve snacks
2 people
Empty trash bins
2 people
Check the playing field intermittently
2 people
Announce breaks
Lead the final
5 people
Honor the winners
2 people
Check out participants
2 people

Aftercare

Turn off the sound system
2 people
Gather sports equipment
4 people
Take down barriers and goals
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed bicycles
2 people
Publish match results
Send a thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Bar stoolsqty 6
Waste binsqty 8

Sports equipment

Field barriersqty 24
Bike polo goalsqty 2
Bike polo sticksqty 24
Bike polo ballsqty 30
Spare bicyclesqty 4
Spare wheelsqty 6
Bike pumpsqty 4
Tire leversqty 6
Bike repair kitsqty 3
Helmetsqty 12
Knee padsqty 12
Elbow padsqty 12
Shin guardsqty 12
Conesqty 20
Field marking tapeqty 8
Whistlesqty 6
Scoreboardsqty 2
Stopwatchesqty 4
Competition bibsqty 24

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable work lightsqty 4

Tableware

Reusable cupsqty 180
Reusable platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 10
Serving spoonsqty 8
Pliersqty 6
Kettlesqty 2

Decorations

Start and finish flagsqty 4
Bannersqty 6
Directional signsqty 8
Tableclothsqty 8
Medalsqty 12
Winner's cupsqty 3

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Spongesqty 10
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Set the tournament format and competition rules before opening registration. This gives teams clear information about match length, tie-breaks, substitutions and eligibility instead of forcing changes after entries arrive.
Start permit, insurance and first-aid arrangements several weeks before the tournament. These are easy to leave until the venue is booked, but late approval can affect the date, layout or number of participants.
Close registration early enough to build the match schedule and check the participant list. Allow at least 3 to 5 days between the registration deadline and the tournament so you can resolve withdrawals, missing details and dietary requirements.
Test every ball, stick, goal and scoreboard before event day, then prepare a repair station with pumps, tire levers, repair kits, spare wheels and spare bicycles. A short equipment check can prevent a single puncture from delaying an entire round.
Plan the venue around the playing area, competition table, spectators and power needs. Keep extension cords and power strips away from traffic, and check that rechargeable work lights, the microphone and sound system are charged or tested before teams arrive.

Frequently asked questions

How far in advance should I organise a bike polo tournament?: Start planning at least 8 to 12 weeks ahead. Use the first weeks to confirm the date and venue, format, permits, insurance, referees and first-aid coverage; open registration only once those basics are secure.
When should bike polo tournament registration close?: Close registration 3 to 5 days before the tournament, or earlier if you expect many teams. You need time to check the participant list, process changes, collect dietary requirements and draw up the match schedule.
How many referees do I need for a bike polo tournament?: Plan enough referees to cover every scheduled match without having one person work continuously. As a practical starting point, assign at least 2 referees per active match and add 1 reserve when the schedule is tight or the tournament has several courts.
What spare equipment should a bike polo tournament have?: Prepare spare bicycles, spare wheels, bike pumps, tire levers and repair kits before teams arrive. Also check helmets, knee pads, elbow pads, shin guards, sticks, balls, goals, whistles, stopwatches and scoreboards, then test them at least 1 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.