Field hockey tournament checklist

A field hockey tournament depends on details that are easy to leave until match day: confirmed team numbers, referee cover, changing rooms, emergency contacts and a schedule that fits the available pitches. Use this checklist to work in order, from invitations and registration through field setup and final equipment checks. Allow time to collect dietary requirements, print competition cards and prepare spare balls, bibs and first-aid cooling bags 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

Send invitations
2 people
Contact teams
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Finalize team assignments
2 people
Create the match schedule
2 people
Send out the rules
Reserve venue
Reserve changing rooms
Schedule referees
2 people
Record emergency contact
Confirm suppliers
Check participant list
2 people
Print competition cards
Send route information
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Fill tournament folders
2 people
Chill drinks
2 people
Check hockey fields
2 people
Mark off the fields
3 people
Set up goals
4 people
Prepare match balls
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the registration table
2 people
Set up catering point
3 people
Set up the first aid station
2 people
Place waste stations
2 people
Hang signs
2 people
Hang up the match schedule
Test the music
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Brief volunteers
2 people

Event

Welcome the teams
4 people
Register teams
3 people
Hand out team vests
2 people
Announce the opening
Supervise races
8 people
Keep track of match scores
2 people
Monitor the schedule
Gather match balls
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Keep Track of the Coffee Station
Empty trash bins
2 people
Check changing rooms
2 people
Record injuries
2 people
Announce finalists
Lead the final
4 people
Present prizes
3 people
See off teams
3 people

Aftercare

Clean up catering
3 people
Collect materials
4 people
Dismantle goals
4 people
Clear the fields
3 people
Clear tables and chairs
4 people
Separate waste
3 people
Wash dishes
3 people
Clean changing rooms
2 people
Clean the restrooms
2 people
Do final venue inspection
2 people
Return keys
Return borrowed items
2 people
Store leftover stock
2 people
Send out the results
Report lost and found items

What to bring

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

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 30
Spare hockey ballsqty 10
Conesqty 40
Marker discsqty 30
Team bibsqty 40
Whistlesqty 8
Scoreboard setsqty 4
Stopwatchesqty 4
Spare hockey sticksqty 8
Goalkeeper masksqty 4
Goalkeeper glovesqty 4
Shin guardsqty 8
Cooling bags for injuriesqty 4
Spare shoelacesqty 10

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 60
High tablesqty 4
Changing room benchesqty 8
Waste binsqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50
Water jugsqty 8

Kitchen

Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6
Serving bowlsqty 10
Pouring bottlesqty 8

Catering

Drink cratesqty 8
Snack plattersqty 12
Ice packsqty 24
Trophiesqty 3
Medal ribbonsqty 24
Participant certificatesqty 100

Decorations

Team flagsqty 8
Directional signsqty 12
Start and finish sign
Race schedule holdersqty 4
Tableclothsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Cleaning glovesqty 8
Laundry basketsqty 4
Towelsqty 20
Toilet brushesqty 4
Pedal binsqty 4

Groceries

Groceries

Tips

Close registration before creating the match schedule. Once team assignments are final, send the fixtures and rules early enough for captains to check timings, pitch numbers and any questions.
Confirm referees, venue access and changing rooms separately rather than assuming the booking covers everything. Recheck these arrangements at least one week before the tournament.
Prepare one tournament folder per team with the relevant competition cards, rules and route information. Print the participant list and keep emergency contact details accessible at the registration table.
Set up the fields before the first teams arrive: check the goals, mark the playing areas, place cones or marker discs, and put match balls and spare balls beside the correct pitch.
Treat drinks and power as setup items, not last-minute errands. Chill drinks in advance, test coffee machines and kettles, and check extension cords, power strips, speakers and the microphone before the opening briefing.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start contacting teams and reserving the venue at least 8 to 12 weeks ahead. Open registration once the date, pitches, changing rooms and basic format are confirmed, then leave the final 7 days for checking registrations, suppliers and officials.
When should I create the field hockey tournament schedule?: Create the schedule after registration closes and team assignments are final, usually 1 to 2 weeks before the tournament. Send it with the rules so teams can review match times and report conflicts before match day.
How many spare hockey balls should I bring?: Bring at least 2 spare balls per active pitch, in addition to the match balls assigned to each game. For a tournament using 3 pitches, that means keeping at least 6 spare balls ready at the control table.
What should I check on the morning of a field hockey tournament?: Allow 60 to 90 minutes before the first match to check the fields, mark boundaries, set up goals, place balls and scoreboards, and prepare the registration area. Also test the microphone, speakers, stopwatches and any rechargeable lamps.

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.