Camp football tournament checklist

A camp football tournament needs more than a pitch and a ball. You need to secure the field and campground, set the format, register teams, arrange referees and catering, and give participants clear information before they arrive. This checklist puts the work in a practical order, from choosing the date to marking the pitch and campsite. It also covers the details that are easy to leave too late, such as dietary requirements, team assignments, match schedules and weather checks.

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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

Set tournament date
2 people
Reserve field and campground
2 people
Define the competition format
2 people
Draw up tournament rules
2 people
Send invitations
2 people
Open the registration form
Contact referees
2 people
Book catering
2 people
Process registrations
2 people
Collect dietary requirements
Create team assignments
2 people
Create the match schedule
2 people
Confirm participants
Assign camping spots
2 people
Order prizes
Check the weather forecast
Send participant information
Do the shopping
3 people
Collect materials
3 people
Fill coolers
2 people
Print competition forms
Prepare starter kits for each team
2 people
Inspect the site
3 people
Mark the campsite
3 people
Mark out the football pitch
4 people
Set up goals
4 people
Build party tents
5 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Build the catering buffet
4 people
Chill drinks
2 people
Set up first aid and rest area
2 people
Set up the announcement and scoring table
2 people
Prepare team registration
2 people
Brief volunteers
2 people

Event

Welcome the teams
3 people
Carry out team registration
3 people
Assign camping spots
3 people
Give the tournament explanation
2 people
Supervise races
8 people
Record scores
2 people
Prepare match balls
2 people
Check water stations
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Serve lunch buffet
4 people
Collect tableware
2 people
Wash dishes
2 people
Announce finalists
Lead the final
4 people
Handle prize ceremony
3 people
Serve dinner
5 people
Check the campfire site
2 people
Support the evening program
3 people
Empty waste bins periodically
2 people
Collect lost property

Aftercare

Clear away football equipment
4 people
Clear away catering supplies
4 people
Take down tables and chairs
4 people
Take down party tents
5 people
Clean the grounds
5 people
Dispose of waste
3 people
Inspect campsite
3 people
Clean dishes and kitchen
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Bar stoolsqty 6
Waste binsqty 8
Clothes racksqty 2

Sports equipment

Footballsqty 10
Youth goalsqty 4
Conesqty 40
Marker discsqty 30
Team bibsqty 40
Whistlesqty 6
Referee cardsqty 6
Scoreboardsqty 2
Game clocksqty 4
Spare pumpqty 2
Ball netsqty 4
Football Prizesqty 3
Medal ribbonsqty 80

Camping

Wayfinding signsqty 12
Barrier tapeqty 4
Herringqty 60
Rope rollsqty 4
Flashlightsqty 8
Extension cordsqty 4
Power stripsqty 4

Equipment

Portable speakersqty 2
Microphone
Megaphonesqty 2
Coolersqty 6
Light Stripsqty 4
Rechargeable lampsqty 8

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving spoonsqty 8
Serving plattersqty 12
Food warmersqty 4
Kettlesqty 2
Coffee machinesqty 2
Ice packsqty 24

Cleaning

First aid kitsqty 2
Hand soap dispensersqty 4
Towel roll holdersqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Litter pickersqty 3
Toilet brushesqty 4

Catering

Groceries

Tips

Reserve the field and campground before opening registration. Confirm how many pitches, camping spots, toilets and power connections are available so your registration limit matches the site.
Set the competition format and rules before sending invitations. State the team size, match length, points system, tie-breakers and whether substitutions are unlimited, so every team receives the same information.
Close registrations early enough to create balanced teams and a workable schedule. Aim to confirm participants and publish team assignments at least 7 days before the tournament.
Prepare one starter kit for each team and separate the match-control materials. Include team bibs, a football, cones or marker discs, and keep scoreboards, game clocks, whistles and referee cards together for quick access.
Inspect the site and check the weather forecast 24 to 48 hours before the event. Mark the pitch and campsite after the inspection, then place wayfinding signs, barrier tape, lighting and power equipment where people will actually use them.

Frequently asked questions

How far in advance should I organize a camp football tournament?: Start at least 8 to 12 weeks ahead. Reserve the field and campground first, then arrange referees, catering and registrations; send final participant information about 7 days before the event.
How many footballs do I need for a camp football tournament?: Plan on at least 1 match ball per active pitch, plus 1 spare ball for every 2 pitches. Keep a spare pump and ball nets nearby so a deflated or misplaced ball does not delay a match.
When should I create the tournament schedule?: Create the first schedule once registrations close and team assignments are known, usually 7 to 10 days before the tournament. Print the final schedule after participant confirmations and keep one copy for each referee and organizer.
When should I check the weather for an outdoor football tournament?: Check the forecast 48 hours before the tournament and again on the morning of the event. Use the result to decide whether you need extra shelter, lighting, cable protection or a communication plan for delays.

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.