Field hockey tournament checklist: what to arrange and when

A field hockey tournament needs more than pitches and teams. You must lock in the date and fields, collect registrations, build the match schedule, and assign referees before match day. Catering also needs advance numbers, especially when you are collecting dietary requirements and preparing sandwiches, snacks, coffee and tea. Use this checklist to work through the planning in order, then confirm equipment, first aid supplies, volunteers and the field layout before teams arrive.

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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 tournament date
Reserve hockey fields
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Finalise team assignments
2 people
Create the match schedule
2 people
Schedule referees
2 people
Set competition rules
2 people
Print participant list
Print match forms
Create floor plan
Assign volunteers
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Check hockey equipment
2 people
Check first aid supplies
Order prizes and medals
Do the shopping
3 people
Pick up chilled products
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Set out coffee and tea
2 people
Set out the field layout
3 people
Check goals and nets
2 people
Set Up Competition Tables
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Hang decorations
2 people
Connect the sound system
2 people
Set up the first aid station
2 people
Fill drink coolers
2 people
Lay out game equipment by field
3 people
Give volunteer briefing
2 people

Event

Register teams
3 people
Explain the competition rules
2 people
Host the opening round
4 people
Referee matches
8 people
Keep track of match scores
2 people
Replace match balls
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve sandwiches
3 people
Empty trash bins
2 people
Check toilets
Supervise the final match
4 people
Honor the winners
3 people
Serve the last round
2 people
Collect competition forms
2 people

Aftercare

Clear away hockey equipment
4 people
Dismantle furniture
4 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Disconnect the sound system
2 people
Return materials
2 people
Empty and clean coolers
2 people
Store leftovers safely
2 people
Publish results
Return borrowed items
2 people
Sort lost and found

What to bring

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

Sports equipment

Hockey sticksqty 24
Hockey ballsqty 40
Training bibsqty 32
Mini goalsqty 8
Goal netsqty 4
Conesqty 40
Marker conesqty 40
Field marking tapeqty 4
Whistlesqty 8
Stopwatchesqty 8
Scoreboardsqty 4
Spare ball bagsqty 4

Furniture

Tablesqty 12
Chairsqty 40
Party tentsqty 3
Bar stoolsqty 6
Changing room benchesqty 8

Catering

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Serving traysqty 6
Groceries

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 4
Folding cratesqty 8
Clipboardsqty 12
Pen setsqty 8
Notice boardsqty 4

Lighting

String lightsqty 6

Decorations

Tournament flagsqty 12
Balloon archesqty 2
Tableclothsqty 12

Safety

First aid kitsqty 2
Ice packsqty 12
Safety vestsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Washing-up tubsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 6

Tips

Set the date and reserve the hockey fields before sending invitations. Leave enough time to process registrations, collect dietary requirements and finalise team assignments before creating the match schedule.
Create the match schedule only after team numbers are confirmed. Print the participant list and match forms in advance, and keep spare copies at the registration or scoring table.
Check hockey equipment as one complete set: sticks, balls, bibs, goals, nets, cones, marking tape, whistles, stopwatches and scoreboards. Put spare ball bags aside rather than relying on one match ball per pitch.
Work out catering quantities from the confirmed participant list, not from estimates. Chill drinks before teams arrive, prepare sandwiches and snacks ahead of time, and set out coffee machines, kettles, thermos flasks, cups and serving equipment together.
Assign volunteers to specific jobs and times, including registration, scoring, refreshments, field setup and first aid. Finish the floor plan and field layout before arrival so tables, chairs, tents and changing-room benches do not obstruct movement.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Confirm the date and reserve the fields at least 8 to 12 weeks ahead. Send invitations soon after, then allow several weeks to process registrations, collect dietary requirements and finalise teams.
When should I create the field hockey tournament schedule?: Create the schedule after registrations close and team assignments are final, usually 1 to 2 weeks before the tournament. Print match forms and the participant list at least 2 days before match day.
How much food and drink do I need for a field hockey tournament?: Base quantities on the final participant and volunteer count, adding a small reserve for late changes. Plan 2 to 3 drinks per person for the first hour, then adjust for the tournament length and weather; prepare chilled drinks, sandwiches and snacks before teams arrive.
What equipment should I check before a field hockey tournament?: Check all hockey equipment and first aid supplies 1 to 2 days beforehand, then do a quick pitch-side check on the morning. Count balls, sticks, bibs, cones, goals, nets, whistles, stopwatches and scoreboards, and confirm that spare balls are available.

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