Field hockey tournament checklist

A field hockey tournament depends on timing: pitches, changing rooms, officials and team entries need to be confirmed before you can build the schedule. Start with the date and facilities, then organise registrations, match details, volunteers and medical cover. In the final week, prepare signs, score sheets, team assignments and equipment such as goals, balls, whistles and stopwatches. This checklist keeps the administrative work and match-day setup together, so nothing essential is left until the morning of the tournament.

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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
Book referees
Arrange first aid staffing
Draw up tournament rules
2 people
Create the match schedule
2 people
Invite teams
2 people
Open registration form
Process registrations
Collect dietary requirements
Check team details
Send participant confirmations
Send directions
Send parking information
Schedule volunteers
2 people
Print the run sheet
Print match cards
Print score sheets
Print team assignments
Make arrows and signs
2 people
Create price lists
Order medals and cups
Order catering
Create a music playlist
Check the weather forecast
Check material stock
2 people
Do the shopping
2 people
Fill coolers
2 people
Set out prizes
Prepare team reception
2 people
Open the venue
2 people
Set up the tents
4 people
Set up tables and chairs
4 people
Set up the course
4 people
Set up goals
4 people
Lay out balls and bibs
2 people
Set up score tables
2 people
Set up the sound system
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set up first aid table
2 people
Set up signage
2 people
Set up the registration table
2 people
Brief volunteers
2 people

Event

Welcome the referees
2 people
Register teams
3 people
Distribute the match schedule
2 people
Give opening briefing
2 people
Supervise races
6 people
Record scores
2 people
Hand out competition whistles
Post results
Serve catering
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Provide first aid
2 people
Operate the music
Announce breaks
Announce finalists
Lead the final
4 people
Handle prize ceremony
3 people
See off teams
2 people

Aftercare

Gather competition materials
4 people
Take down the sound system
2 people
Clean up catering
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the grounds
4 people
Clean changing rooms
2 people
Dispose of waste
2 people
Archive score sheets
Publish results
Return borrowed materials
2 people
Clean coolers
2 people
Wash dishes
2 people
Store leftovers
2 people
Do final venue inspection
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Bar stoolsqty 6
Changing room benchesqty 8
Waste binsqty 8
Clothes racksqty 4

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 30
Spare hockey sticksqty 12
Training bibsqty 40
Conesqty 40
Field marker discsqty 20
Whistlesqty 8
Scoreboardsqty 4
Stopwatchesqty 6
Reserve netsqty 2
Referee cardsqty 12
Medalsqty 30
Tournament cupsqty 3
Fair play award

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 4
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
First aid kit
Cool bagsqty 6
Thermometersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 120
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 20
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 6
Drink dispensersqty 4
Ice packsqty 30

Catering

Chafing dishesqty 4
Serving plattersqty 12
Bread basketsqty 6
Coffee filtersqty 100
Groceries

Decorations

Buntingqty 8
Team flagsqty 8
Tableclothsqty 10
Stage ribbonqty 2
Directional signsqty 12
Prize table sign

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tips

Reserve the hockey fields and changing rooms before inviting teams. You need the confirmed number of pitches and available time slots to create a realistic match schedule.
Book referees and arrange first-aid staffing as soon as the tournament date is fixed. Do not wait for registrations to close; popular dates can leave you short of officials or medical cover.
Close team registration early enough to check every team’s details and dietary requirements. Send confirmations, directions and parking information at least 7 days before the tournament.
Print the run sheet, match cards, score sheets and team assignments before match day. Prepare extra copies and keep them in a waterproof folder with the referee cards and tournament rules.
Test the sound system, microphone, speakers and extension cords before teams arrive. Set out goals, reserve nets, hockey balls, cones, marker discs, scoreboards and stopwatches in clearly labelled areas.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Set the date and reserve the fields, changing rooms and officials at least 3 to 6 months ahead. Open team registration once those basics are confirmed, then leave the final 2 weeks for schedule checks and printed materials.
When should field hockey tournament registration close?: Close registration about 3 weeks before the tournament. That gives you enough time to check team details, collect dietary requirements, build the match schedule and send participant confirmations at least 7 days in advance.
How many referees do I need for a field hockey tournament?: Plan for 2 referees per match running at the same time, plus at least 1 reserve if the tournament lasts several hours. Calculate the total from your number of pitches and rotate officials between matches where possible.
What should I prepare the week before a hockey tournament?: Finish the schedule, team assignments, tournament rules, volunteer rota and participant information 7 days before the event. Print the run sheet, match cards and score sheets, and check all sports equipment, power supplies, catering and first-aid arrangements.

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