Family tournament checklist: what to arrange and when

A family tournament needs more planning than choosing a few games. You need a clear format, balanced teams, timed matches, the right equipment and a simple registration point. This checklist takes you from booking the venue to printing score sheets and chilling drinks. It also covers details people often leave too late, such as dietary requirements, weather plans, power outlets and enough volunteers to keep matches moving.

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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
Determine the tournament format
2 people
Set the rules of the game
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Assemble teams
3 people
Inform team captains
Create the match schedule
2 people
Make venue reservation
Make material reservations
Check power outlets
2 people
Check sanitary facilities
Check the weather forecast
Print participant list
Print the match schedule
Prepare team cards
2 people
Prepare score sheets
Sort wristbands
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out prizes
Create a music playlist
Test lighting and sound equipment
2 people
Open venue
2 people
Inspect the grounds
3 people
Set up playing fields
4 people
Build party tents
4 people
Set up tables
3 people
Set out chairs
3 people
Set up registration desk
2 people
Set up the catering table
3 people
Fill coolers
2 people
Set out tableware
2 people
Hang decorations
3 people
Set up sound system
2 people
Test the music
Display prizes
Marking team zones
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Register participants
2 people
Hand out team cards
2 people
Announce the opening
Lead the warm-up
2 people
Supervise races
6 people
Record scores
3 people
Put competition materials back
2 people
Hand out water
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check final standings
2 people
Assist with the finals
3 people
Prepare barbecue
4 people
Serve barbecue
4 people
Serve vegetarian meals
2 people
Serve dessert
2 people
Prepare awards ceremony
2 people
Hold the awards ceremony
2 people
Guide the free play round
3 people
Announce the final round
See off guests
2 people

Aftercare

Collect tableware
3 people
Store food safely
2 people
Empty the coolers
2 people
Turn off the sound equipment
Remove decorations
3 people
Clear tables and chairs
4 people
Gather sports equipment
3 people
Collect waste
3 people
Clean the grounds
4 people
Wash dishes
3 people
Lock up the venue
2 people
Return borrowed items
2 people
Clear away leftover groceries
2 people
Wash the laundry

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Beer table setsqty 4
Registration desk
Serving tablesqty 3

Sports equipment

Footballsqty 6
Volleyballqty 3
Badminton racketsqty 12
Shuttlesqty 24
Tug of war rope
Relay batonsqty 8
Hoopsqty 10
Conesqty 40
Vestsqty 40
Hand pumpsqty 3
Spare ballsqty 4
Volleyball net
Badminton netsqty 2
Scoreboardsqty 6
Stopwatchesqty 4
Whistlesqty 6
Measuring tapeqty 2
Bib numbersqty 60

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8
Pliersqty 6
Thermos flasksqty 4

Kitchen

Barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 3
Aluminum baking traysqty 4
Ice packsqty 20

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker

Decorations

Buntingqty 8
Balloonsqty 100
Team-colored ribbonsqty 8
Tableclothsqty 8
Name badgesqty 70

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Reusable cleaning clothsqty 12
Bucketsqty 4
Broomqty 2
Eye-catchersqty 2

Catering

Groceries

Tips

Set the tournament format before opening registrations. Decide how many teams you can handle, how long each match lasts and whether every team plays the same number of games.
Close registrations early enough to build teams and the schedule. Allow at least 3 days to process names, collect dietary requirements and tell captains when and where to arrive.
Check the venue one week before the tournament. Confirm the reservation, sanitary facilities, power outlets, table space and whether party tents are needed for the forecast.
Prepare the match paperwork at least 2 days ahead. Print the participant list and schedule, then make team cards, score sheets and clearly numbered bibs so registration does not become a bottleneck.
Shop and set up refreshments the day before where possible. Chill drinks several hours before guests arrive, prepare snacks, and count reusable cups, plates, cutlery and serving utensils for the expected group.

Frequently asked questions

How far in advance should I plan a family tournament?: Start planning 4 to 6 weeks ahead if you need a venue, equipment or many teams. Send invitations as soon as the date and format are confirmed, then close registration at least 3 days before the event.
How many games should each family tournament team play?: Plan for at least 3 games per team when the event lasts half a day. Allow about 10 to 15 minutes per match plus 5 minutes for changing teams or recording scores, then add a 30-minute buffer.
When should I prepare the family tournament schedule?: Create the schedule after registrations close and teams are assembled, usually 2 to 3 days before the tournament. Print spare copies and give each captain the final version before the first match.
How much food and drink do I need for a family tournament?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per hour. Plan 2 to 4 snack portions per person and confirm dietary requirements before shopping.

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.