Birthday Tournament Checklist

A birthday tournament needs more than teams and a playing field. You need a workable match schedule, clear registration, enough sports equipment, score sheets, food and a venue that is ready before guests arrive. This checklist puts the planning in order, from choosing the format and collecting dietary requirements to setting up tables, chilling drinks and preparing prizes. Use it to spot the details that are easy to leave until the last hour.

Organize this event for free with Lizzt

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 venue
Determine the tournament format
2 people
Create the match schedule
Assemble teams
Inform participants
Check the weather forecast
Do the shopping
2 people
Gather sports equipment
2 people
Lay out prizes and medals
Print score sheets
Create a music playlist
Check competition equipment
2 people
Open venue
2 people
Check grounds and hall
2 people
Set up tables and chairs
3 people
Set up the course
3 people
Prepare sports equipment
2 people
Hang decorations
2 people
Connect the sound system
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
Set up the registration table

Event

Receive participants
2 people
Explain the tournament
2 people
Guide teams to the fields
2 people
Supervise races
4 people
Record scores
2 people
Refill drinks
2 people
Refill snacks
2 people
Serve break snacks
3 people
Announce finalists
Lead the final
3 people
Serve birthday cake
3 people
Present prizes
2 people
Host the open bar
2 people

Aftercare

Pack leftovers
2 people
Gather sports equipment
3 people
Sort waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Remove decorations
2 people
Disconnect equipment
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Registration desk
Prize table
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable cupsqty 80
Coffee cupsqty 30
Cutlery setsqty 50
Serving plattersqty 8

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballqty 3
Conesqty 30
Marker discsqty 20
Team bibsqty 40
Whistlesqty 4
Stopwatchesqty 4
Scoreboardsqty 4
Sports bagsqty 2

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3
Charging phone

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Thermos flasksqty 3
Ice cube traysqty 4

Decorations

Balloonsqty 80
Buntingqty 6
Tableclothsqty 6
Team flagsqty 5

Lighting

String lightsqty 3
Battery lanternsqty 4

Cleaning

Trash bagsqty 40
Cleaning spongesqty 6
Mop set

Catering

Groceries

Tips

Choose the tournament format before sending invitations. Allow time to process registrations, assemble balanced teams and create the match schedule once you know the final number of players.
Set a registration deadline at least 7 days before the tournament. Collect dietary requirements at the same time, then send participants their team, arrival time and first match details.
Count equipment by simultaneous matches, not by total attendance. Check balls, cones, marker discs, team bibs, whistles, stopwatches and scoreboards before the day, and print spare score sheets.
Plan the venue setup to finish at least 60 minutes before the first match. Mark out the course, arrange the registration, prize and waste-bin areas, then check the grounds or hall for hazards.
Prepare food and drinks in separate stages: chill drinks and prepare snacks before guests arrive, then set out coffee and tea after the opening rush. Keep reusable cups, plates and cutlery together so serving does not slow registration.

Frequently asked questions

How far in advance should I plan a birthday tournament?: Reserve the venue and choose the tournament format at least 4 weeks ahead. Send invitations 3 weeks before the event and close registrations about 7 days before it.
How much time do I need to set up a birthday tournament?: Allow at least 60 minutes for tables, chairs, registration, decorations, the course, sports equipment and the sound system. Add another 15 minutes if the venue or equipment has not been checked beforehand.
How do I organise teams for a birthday tournament?: Wait until registrations close, then assemble teams and create the match schedule 5 to 7 days before the event. Send each participant their team and first match details at least 2 days in advance.
What food and drinks do I need for a birthday tournament?: Plan roughly 2 to 3 drinks per person for the first hour, plus water throughout the tournament. Prepare snacks before arrival and set out coffee and tea once registration and the opening briefing are underway.

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.