Family tournament checklist

A family tournament needs more planning than a match schedule alone. You need confirmed fields, clear rules, balanced teams, enough equipment, food for different dietary needs and a workable rain plan. Start with the date and location, then open registration before assigning teams or fixtures. In the final week, check the forecast, print the schedule, confirm referees and hosts, and send participants one clear message with arrival details and team information.

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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
Reserve sports fields
Arrange a rain alternative
Send invitations
2 people
Open the registration form
Draw up tournament rules
2 people
Set the match duration
2 people
Process registrations
2 people
Collect dietary requirements
Assemble teams
3 people
Send out team assignments
Create the match schedule
2 people
Print match schedule
Assign referees
2 people
Assign game hosts
2 people
Arrange first aid contact
Calculate catering quantities
2 people
Check the shopping list
2 people
Check sports equipment
2 people
Arrange spare balls
Order prizes and medals
Create a music playlist
Check the weather forecast
Send participants a final message
Do the shopping
3 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Make sauces and dressings
2 people
Assemble tournament folders
2 people
Set out prizes

Event

Set up tables and chairs
4 people
Build party tents
4 people
Set up the course
4 people
Set up goals and nets
4 people
Set up the scoring table
2 people
Connect music and speaker
2 people
Set up the buffet and drinks station
3 people
Prepare snacks
4 people
Prepare sandwiches and salads
4 people
Set out coffee and tea
2 people
Set up the reception desk
2 people
Register participants
3 people
Hand out team vests
2 people
Explain the tournament rules
Lead the warm-up
2 people
Supervise races
8 people
Track scores and standings
2 people
Check water stations
2 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
3 people
Guide the finals
6 people
Present prizes and medals
2 people
Serve dinner
5 people
Refill coffee and tea
2 people
Supervise free play
3 people
Announce the final round
Arrange farewell and thank-you
2 people

Aftercare

Collect tableware
3 people
Sort and dispose of waste
3 people
Clear away sports equipment
4 people
Turn off the sound equipment
2 people
Clean the buffet and kitchen
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Leave the venue clean
4 people
Return borrowed items
2 people
Distribute leftover food
2 people
Collect lost and found items
Share photos with participants
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Notice board

Sports equipment

Footballsqty 10
Handballsqty 6
Volleyballqty 3
Basketballsqty 4
Conesqty 40
Marker discsqty 30
Training bibsqty 40
Mini goalsqty 4
Volleyball net
Basketball hoopqty 2
Whistlesqty 8
Stopwatchesqty 4
Skipping ropesqty 12
Sports ribbonsqty 12
Spare pumpsqty 2
Ball needlesqty 6
Ropesqty 4
Measuring tapesqty 2

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Megaphone

Tableware

Reusable drinking glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 50
Mugsqty 30
Serving spoonsqty 8
Serving bowlsqty 10
Serving plattersqty 8
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Scissorsqty 3
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 24

Decorations

Buntingqty 8
Balloonsqty 80
Balloon pumpqty 2
Tableclothsqty 8
Team name signsqty 8
Name stickersqty 80
Markersqty 12
Trophiesqty 4
Medalsqty 24

Lighting

Outdoor string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the registration deadline at least 10 days before the tournament. You need time to process entries, collect dietary requirements, build teams and send assignments before creating the final match schedule.
Choose match lengths before drawing up the fixtures. For example, 10-minute matches with 5-minute changeovers make the timetable easier to follow and leave room for delays.
Plan equipment by activity, not just by team. Check the footballs, handballs, volleyball, basketballs, cones, bibs, whistles and stopwatches, then add spare balls, pumps and ball needles before the event day.
Arrange the rain alternative before sending invitations. Party tents may protect the waiting and catering areas, but they do not replace a safe indoor or covered sports location when fields become unusable.
Calculate food and drinks after registration closes, including dietary requirements. Put reusable drinking glasses, buffet tables and a notice board in the setup plan so serving information and team updates are visible from the start.

Frequently asked questions

How far in advance should I organise a family tournament?: Confirm the date, location and sports fields at least 6 weeks ahead. Open registration soon after, and set the closing date about 10 days before the tournament so teams and fixtures can be prepared.
When should I make the family tournament schedule?: Create the schedule after registrations are processed and teams are assembled, usually 7 to 10 days before the event. Print the final version in the last week, after checking match durations, referees and game hosts.
How much sports equipment do I need for a family tournament?: Plan at least one suitable ball and one set of basic markers for each active playing area, then keep spare balls, a pump and ball needles available. Check the complete equipment list 2 to 3 days before the tournament.
What should I do if it rains on tournament day?: Check the weather forecast 3 to 5 days before the event and again on the morning itself. Decide in advance whether matches move indoors, continue under safe conditions or are postponed, and send the final decision before participants travel.

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.