Field hockey tournament checklist

A field hockey tournament depends on tight timing, clear team information, and equipment that is ready before the first whistle. Set the date and format first, then secure pitches, referees, registrations, and the match schedule. In the final week, confirm teams, dietary requirements, prizes, first aid, and the weather plan. On the day, leave enough time to inspect the site, set up the tent, chill drinks, prepare snacks, and print the latest schedules and team sheets.

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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 hockey fields
Book referees
2 people
Set the tournament format
3 people
Draw up the match schedule
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm team assignments
2 people
Send participant information
2 people
Order prizes and medals
Confirm first aid contact
Check the weather forecast
Print the match schedule
2 people
Print the team sheets
2 people
Prepare name stickers
2 people
Checking prizes
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Collect materials
3 people
Load transport
3 people
Inspect the site
2 people
Set up tent
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the course
4 people
Set up goals and nets
4 people
Set up score tables
2 people
Set up the sound system
2 people
Lay out power cables safely
2 people
Set up registration desk
2 people
Set up the catering buffet
4 people
Set up first aid table
2 people
Set up signage
2 people
Give referee briefing
3 people

Event

Register teams
4 people
Brief team captains
2 people
Announce the opening
2 people
Supervise races
8 people
Keep track of match scores
2 people
Move competition equipment
3 people
Check water stations
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Replenish the catering buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Organize the photo moment
2 people
Lead the final
6 people
Present prizes
3 people
Announce the farewell
2 people
See the audience out
3 people

Aftercare

Take down hockey goals
4 people
Clear up the fields
4 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Catering breakdown
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Reload materials
3 people
Return borrowed items
2 people
Return rental items
2 people
Store leftover stock
2 people
Publish results
Send thank-you message
2 people
Register lost property
Share photos
Check invoices

What to bring

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

Sports equipment

Hockey goalsqty 4
Goal netsqty 4
Hockey ballsqty 40
Spare hockey sticksqty 12
Conesqty 40
Marker discsqty 30
Whistlesqty 8
Scoreboardsqty 4
Stopwatchesqty 6
Team bibsqty 40
Water jugsqty 40
Water bottle cratesqty 4
Spare ball pitsqty 4
Pumpqty 2
Cone Bagsqty 4

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Beer tablesqty 4
Changing room benchesqty 8
Waste binsqty 8
Clothes racksqty 4
Coolersqty 6
Parasolsqty 4

Equipment

Laptopsqty 2
Tabletsqty 4
Printer
Extension cordsqty 8
Power stripsqty 6
Walkie-talkiesqty 8
Sound system
Microphonesqty 2
Megaphonesqty 2
Charging stationsqty 3
Phonesqty 3

Kitchen

Food warmersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Cooling water jugsqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 80
Serving traysqty 8

Decorations

Tournament bannersqty 6
Team flagsqty 12
Balloon archesqty 2
Tableclothsqty 10
Name badge holdersqty 20
Medalsqty 45
Winner's cupsqty 3
Ribbonsqty 12
Name stickersqty 120

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Spongesqty 12
Hand broomsqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Set the match format before opening registration. Decide how many teams can enter, how long matches will last, and how much time you need between games so the schedule fits the available pitches.
Send the final team assignments and participant information at least 5–7 days before the tournament. Include arrival time, changing arrangements, pitch details, match format, and what players should bring.
Count equipment by pitch, not just in total. Each active pitch needs goals with nets, balls, cones or marker discs, whistles, a scoreboard, and a stopwatch, with spare sticks, balls, and a pump kept ready.
Prepare water and food before teams arrive. Put out water jugs and bottle crates, chill drinks in advance, and label any snacks that relate to collected dietary requirements.
Use the last 60–90 minutes before the first match for site inspection and setup. Check goals, nets, pitches, power, walkie-talkies, tables, waste bins, the first-aid contact, and the printed schedule before the opening briefing.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start at least 8–12 weeks ahead. Reserve the hockey fields and referees first, then set the format, open registration, order prizes and medals, and confirm teams during the final week.
How do I make a field hockey tournament schedule?: List every team, pitch, match length, break, and transition before assigning times. Leave at least 5–10 minutes between matches for teams to clear the pitch and referees to reset, then print the schedule on tournament day.
What equipment do I need for a field hockey tournament?: For each active pitch, prepare goals, goal nets, hockey balls, cones or marker discs, whistles, a scoreboard, and a stopwatch. Also keep spare sticks, spare balls, a pump, team bibs, water containers, and communication equipment available.
When should I check the weather for an outdoor hockey tournament?: Check the forecast 3–5 days before the event and again on the morning itself. Use the result to confirm tents, shade, drinking water, clothing guidance, field conditions, and whether your first-aid and site plans need adjusting.

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.