Corporate tournament checklist: what to arrange and when

A corporate tournament needs more than a field and a fixture list. You need enough time to confirm the venue, format, referees, catering and registrations, then turn those details into team lineups and a workable match schedule. Use this checklist to keep planning in the right order. It also covers the details that are often left until the final day, such as dietary requirements, spare balls, printed forms, chilled drinks and power for the sound system.

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

Set tournament date and location
2 people
Reserve sports fields
Define the competition format
2 people
Send invitations
2 people
Open the registration form
Book referees
2 people
Book catering
2 people
Process registrations
2 people
Collect dietary requirements
Create the team lineup
2 people
Draw up the match schedule
2 people
Send participant information
Order prizes and medals
Check the shopping list
2 people
Do the shopping
3 people
Check sports equipment
2 people
Print competition forms
Prepare team registration
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up coffee and tea station
2 people
Inspect the site
2 people
Mark out fields
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Prepare competition materials
2 people
Place information signs
2 people
Hang up decorations
2 people
Test sound system
2 people
Set up registration desk
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Register teams
3 people
Opening and introduction
2 people
Supervise races
6 people
Process results
2 people
Refill drinks
2 people
Serve snacks
3 people
Hand out break snacks
3 people
Guide the finals
6 people
Set up the buffet
4 people
Serve the buffet
4 people
Handle prize ceremony
2 people
Provide music
Collect waste along the way
2 people
Clear away dishes
3 people
Close the buffet and bar
3 people

Aftercare

Gather sports equipment
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Clean tableware and supplies
3 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Match ballsqty 8
Spare ballsqty 4
Conesqty 40
Marker discsqty 30
Field bibsqty 40
Whistlesqty 6
Scoreboardsqty 4
Team wristbandsqty 12
First aid kitsqty 2

Equipment

Wireless microphone
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4

Tableware

Reusable glassesqty 100
Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80

Kitchen

Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Bread basketsqty 6
Thermos containersqty 3

Decorations

Buntingqty 6
Balloonsqty 100
Team table labelsqty 12
Stage sign

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 8

Catering

Prizesqty 3
Medalsqty 40
Groceries

Tips

Set the date, location and competition format before opening registration. Participants need to know the sport, team size, match structure and expected duration before they can sign up.
Close registrations early enough to build the team lineup and match schedule. Allow at least one full week to check entries, chase missing details and collect dietary requirements.
Book referees and catering as soon as the date and format are fixed. Both become harder to arrange once you know the final number of teams, so confirm headcount changes and service times in writing.
Check equipment two to three days before the tournament, not during setup. Count match balls, spare balls, cones, marker discs, bibs, whistles, scoreboards and first aid kits, and replace anything missing.
Plan event-day logistics by working backwards from the first match. Allow time to inspect and mark the fields, build party tents, arrange tables and chairs, chill drinks, prepare snacks, set up coffee and tea, and test the microphone, speakers and power connections.

Frequently asked questions

How far in advance should I organise a corporate tournament?: Start planning at least 8 to 12 weeks ahead. Secure the location, sports fields, referees and catering first; leave the final 1 to 2 weeks for registrations, team lineups, schedules and participant information.
When should corporate tournament registration close?: Close registration 7 to 10 days before the event. That gives you time to process entries, confirm dietary requirements, create teams and draw up the match schedule without making constant last-minute changes.
How many spare balls do I need for a corporate tournament?: Plan at least 2 spare balls per playing field, in addition to the match balls. Check them 2 to 3 days beforehand and keep them accessible so a lost or damaged ball does not delay a match.
What should be prepared on the morning of a corporate tournament?: Inspect the site, mark out the fields and set up tents, tables and chairs before participants arrive. Chill drinks, prepare snacks, set up coffee and tea, place the registration materials, and test the microphone and speakers at least 60 minutes before the first match.

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.