Field hockey tournament checklist

A field hockey tournament depends on more than booking a pitch and inviting teams. You need a clear competition format, confirmed changing rooms, reliable referees, a published match schedule and enough equipment for delays or damage. This checklist puts the work in a practical order, from fixing the date and opening registration to catering, prizes, setup and cleanup. Use it to keep registration details, dietary requirements and last-minute weather checks from becoming tournament-day problems.

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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
Reserve changing rooms
Set the competition format
2 people
Set tournament rules
2 people
Draw up the match schedule
2 people
Send invitations
2 people
Publish registration form
Process registrations
Check team details
Collect dietary requirements
Confirm referees
Divide up the bar shifts
Assign the setup crew
Assign the cleanup team
Check locker room reservation
Inventory sports equipment
2 people
Reserve missing materials
Calculate catering quantities
2 people
Order groceries
Arrange prizes and change
2 people
Arrange prize money or trophies
Send participant information
Publish the match schedule
Check the weather forecast
Prepare the backup weather plan
2 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print team registration
Print competition forms
Print the map
Prepare the bar duty briefing
Check first aid kit contents
Prepare cash
Collecting transport materials
2 people
Check the fields
2 people
Mark out fields
4 people
Set up goals
4 people
Set up competition tables
3 people
Set up audience tables
3 people
Set up registration desk
2 people
Set up the bar
3 people
Set up the catering buffet
3 people
Signpost the changing rooms
2 people
Prepare sports equipment
3 people
Brief the referees
2 people
Brief volunteers
2 people

Event

Open team registration
3 people
Direct teams to the changing rooms
2 people
Announce the opening
Supervise races
4 people
Update match standings
2 people
Swap out match equipment
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check changing rooms
2 people
Announce finalists
Lead the final
4 people
Handle prize ceremony
2 people
Announce the final round
Close the bar
3 people

Aftercare

Gather sports equipment
4 people
Clear away the goals and field equipment
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Collect waste
3 people
Leave the changing rooms clean
2 people
Hand over the venue
2 people
Return borrowed equipment
2 people
Handle leftovers and deposit
Collect 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 ballsqty 12
Hockey sticksqty 12
Conesqty 40
Marker discsqty 30
Boundary tapeqty 2
Scoreboardsqty 2
Whistlesqty 6
Stopwatchesqty 4
Referee cardsqty 6
Competition bibsqty 40
Team flagsqty 8
Backup goalkeeper glovesqty 2
Backup goalie helmetsqty 2
Training conesqty 30
First aid kit
Ice packsqty 12
Athletic tapeqty 6
Stage cupsqty 3

Furniture

Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Party tentsqty 3
Bar stoolsqty 6
Changing room benchesqty 12
Coat check racksqty 4
Bollardsqty 12
Trash cansqty 10

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Rechargeable lampsqty 6
Power banksqty 4
Cash register
Payment terminal

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Storage binsqty 12

Decorations

Tournament bannersqty 4
Tableclothsqty 12
Team name signsqty 8
Directional signsqty 10

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Catering

Groceries

Tips

Set the competition format before publishing registration. The number of teams, pool structure, match length and breaks determine how many fields, referees and playing hours you need.
Close registration early enough to check every team’s details and dietary requirements. Send the final participant information and match schedule several days before the tournament, not on the morning itself.
Count sports equipment by field, then add a backup supply. Keep spare balls, whistles, stopwatches, referee cards, first aid supplies, ice packs and athletic tape where officials and the setup crew can reach them.
Reserve changing rooms with the fields and check the booking again before tournament day. Prepare benches, coat check racks and clear signage so teams do not lose time looking for their rooms.
Assign setup, bar and cleanup teams in advance, with named shifts and start times. Finish the weather forecast check at least 24 hours before the event so tents, tables, chairs and other outdoor arrangements can be adjusted.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start booking fields, changing rooms and referees at least 8 to 12 weeks ahead. Open registration only after the competition format and basic schedule are clear, then close it several days before the tournament so team details can be checked.
How many hockey balls do I need for a tournament?: Plan at least 2 balls per active field plus 2 to 4 spare balls for the tournament. Keep the spares with the officials or equipment desk rather than mixing them into team equipment.
When should I publish the field hockey tournament schedule?: Send a provisional schedule with the participant information several days before the event. Publish the final version after registration closes and team details are checked, ideally no later than 24 hours before the first match.
How many referees are needed for a field hockey tournament?: For matches running at the same time, plan for 2 referees per match and add at least 1 reserve referee for breaks, illness or delays. Confirm availability before publishing the schedule, then assign referees to specific time slots.

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.