Field Hockey Tournament Checklist

A field hockey tournament needs more than a fixture list and a set of goals. You need confirmed fields, changing rooms, referees, first aid cover, team information and a schedule that works in practice. Food, dietary requirements, volunteer shifts and weather protection are easy to leave too late. This checklist takes you from choosing the tournament format and opening registration to printing forms, checking equipment and preparing the final event-day setup.

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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
Reserve changing rooms
Set the tournament format
2 people
Draw up the match schedule
2 people
Create registration form
Send invitations
2 people
Communicate fundraising goals
Process registrations
2 people
Check team details
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm referees
Confirm first aid contact
Send competition rules
Publish final schedule
Send team confirmations
Check sports equipment
2 people
Finalize shopping list
2 people
Do the shopping
3 people
Collect prizes and medals
Prepare the team labels
2 people
Print competition forms
Print program boards
Prepare snacks
3 people
Chill drinks
2 people
Set up catering
2 people
Bring materials to the venue
4 people
Set up the check-in desk
2 people
Build the catering counter
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Mark out fields
4 people
Set up goals
4 people
Prepare sports equipment
3 people
Distribute competition forms
2 people
Hang decorations
3 people
Display prizes
2 people
Prepare coffee and tea
2 people
Brief volunteers
2 people

Event

Welcome the teams
4 people
Register attendance
2 people
Hand out team labels
2 people
Give the opening speech
Supervise races
6 people
Record results
2 people
Monitor the schedule
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check final standings
2 people
Lead the final
4 people
Handle prize ceremony
3 people
Announce the Donation Total
See participants off
3 people

Aftercare

Gather sports equipment
4 people
Clean up catering
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Wash dishes
3 people
Sort waste
2 people
Clean the venue
4 people
Collect lost items
2 people
Return materials
3 people
Return borrowed items
2 people
Send results to teams
Transfer the donation amount
Archive invoices and receipts

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Party tentsqty 3
Benchesqty 6
Clothes racksqty 4

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 40
Whistlesqty 8
Referee cardsqty 8
Vestsqty 60
Conesqty 40
Barrier tapeqty 4
Team stickersqty 60
Stopwatchesqty 6
Scoreboardsqty 4
Ball pumpsqty 3
Spare pump needlesqty 10
First aid kitsqty 2
Ice packsqty 12
Medalsqty 60
Cupsqty 3
Clipboardsqty 8
Field markingsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80

Catering

Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Water jugsqty 8
Serving traysqty 8
Food containersqty 12
Groceries

Equipment

Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2
Power banksqty 4

Lighting

Work lightsqty 4

Decorations

Tournament bannersqty 6
Buntingqty 8
Balloonsqty 100

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand broomsqty 4

Office

Pensqty 30
A4 paperqty 2
Permanent markersqty 12
Tapeqty 8
Scissorsqty 6
Name badgesqty 40
Document foldersqty 8

Tips

Set the format before opening registration. Decide how many teams can enter, how long matches will run and how much time you need between games before drawing up the schedule.
Close registration early enough to check every team’s details and dietary requirements. Send the final schedule and competition rules to teams before they travel, rather than relying on event-day explanations.
Confirm referees, volunteers and the first aid contact separately. Give each person a clear shift or responsibility, and keep the first aid kits and ice packs in a known, accessible place.
Check equipment as a complete set, not just the hockey goals. Count balls, whistles, referee cards, vests, cones, stopwatches and scoreboard materials, then test pumps and keep spare pump needles available.
Plan the off-field flow as carefully as the matches. Position tables, benches, changing-room labels, clothes racks, refreshments and waste points before teams arrive, and prepare snacks and drinks for the busiest periods.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start booking fields and changing rooms at least 8–12 weeks before the tournament. Open registration only after the date, venue, format and basic match capacity are confirmed.
When should I send the final field hockey tournament schedule?: Send team confirmations and the final schedule 5–7 days before the event. Include arrival times, pitch assignments, competition rules, changing-room information and any dietary arrangements.
How many referees and volunteers do I need for a field hockey tournament?: Plan at least one referee per match in progress, plus a reserve if the schedule is tight. Assign volunteers for registration, scores, refreshments, equipment and first aid coordination at least 1–2 weeks in advance.
What equipment should I check before a field hockey tournament?: Check goals, balls, whistles, referee cards, vests, cones, barrier tape, team stickers, stopwatches, scoreboards, field markings and ball pumps 2–3 days beforehand. Keep spare pump needles, first aid kits and ice packs ready on the day.

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.