Field Hockey Tournament Checklist

A field hockey tournament depends on dozens of details beyond booking the pitches. Set the format early, confirm teams and referees before publishing the schedule, and check every goal, ball, scoreboard and stopwatch before match day. This checklist follows the planning sequence from venue and registration through catering, safety, parking and final team information. It also helps you catch common late jobs, such as ordering prizes, arranging goalkeeper equipment and confirming dietary requirements.

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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
Confirm venue
Reserve competition fields
Set tournament rules
2 people
Determine the match format
2 people
Invite teams
2 people
Open registration form
Approach sponsors
2 people
Contact referees
2 people
Arrange first aid coverage
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Check team details
2 people
Confirm Final Teams
2 people
Create the match schedule
2 people
Create pool divisions
2 people
Publish the match schedule
Send participant information
Send parking information
Order prizes
Order match shirts
Book catering
Check material stock
2 people
Order missing materials
Make a shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Lay out prizes and medals
Prepare team registration
2 people
Sort program booklets
2 people
Check the weather forecast
Inspect the site
2 people
Set up tournament desk
3 people
Mark out fields
4 people
Set up goals
4 people
Mark off audience sections
3 people
Set up tables and chairs
4 people
Set up catering point
3 people
Set up first aid table
2 people
Place waste stations
2 people
Set out competition equipment
3 people
Set up score tables
2 people
Run a sound check
2 people
Brief volunteers
3 people
Brief the referees
2 people

Event

Welcome the teams
4 people
Register teams
3 people
Designate the team changing area
2 people
Give the opening briefing
2 people
Supervise the first matches
6 people
Record results
2 people
Hand out competition whistles
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Staff first aid point
Inform the audience
2 people
Announce breaks
Announce finalists
Lead the final
5 people
Prepare awards ceremony
3 people
Carry out award ceremony
3 people
See off teams
3 people

Aftercare

Close catering
3 people
Gather competition materials
4 people
Clear tables and chairs
4 people
Dispose of waste
3 people
Clean the grounds
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Clean equipment
3 people
Return borrowed equipment
2 people
Store leftover stock
2 people
Archive score sheets
Register lost and found items
Share participant photos
Publish results
Send thank-you message
Collect sponsorship materials
2 people
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 80
Beer tablesqty 8
Changing room benchesqty 12
Clothes racksqty 4
Coat racksqty 4
Coolersqty 6
High tablesqty 6
Parasolsqty 4

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 40
Spare hockey sticksqty 12
Conesqty 40
Marker conesqty 60
Field marking tapeqty 4
Whistlesqty 8
Referee cardsqty 20
Scoreboardsqty 4
Stopwatchesqty 6
Team bibsqty 40
Goalkeeper masksqty 4
Goalkeeper glovesqty 4
Goalkeeper leg guardsqty 4
Shin guardsqty 12
Sports bagsqty 8
First aid kitsqty 2
Ice packsqty 20
Athletic tapeqty 12
Elastic bandagesqty 12
Emergency blanketsqty 8
Hand sanitizerqty 8

Equipment

Laptopqty 2
Tabletsqty 4
Mobile phonesqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile sound system
Microphonesqty 2
Power banksqty 6
Laminator

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pouring jugsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 8
Ice packsqty 24
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Team flagsqty 8
Tournament bannerqty 2
Balloonsqty 100
Tableclothsqty 12
Signs and arrowsqty 20

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the match format and tournament rules before opening registration. Teams need to know match length, pool divisions, tie-break rules and squad limits before they commit.
Close registration with enough time to verify team details and build the pools. Aim to confirm the final teams at least 10 days before the tournament, then publish the schedule once field and referee assignments are checked.
Book referees and first-aid cover before advertising the final programme. A tournament with several pitches may need overlapping officials and a clearly staffed first-aid point throughout play.
Count equipment by field, not just in total. Check goals, balls, cones, marker cones, whistles, scoreboards and stopwatches for every pitch, then set aside spare hockey sticks and goalkeeper equipment.
Send one participant pack at least 5 days beforehand with the match schedule, parking instructions, venue details, food information and what teams must bring. Collect dietary requirements before placing the catering order.

Frequently asked questions

How far in advance should I plan a field hockey tournament?: Start venue, date and field planning at least 12 to 16 weeks ahead. Open team registration once the format and rules are fixed, and leave 10 to 14 days for final team confirmation and schedule preparation.
When should the field hockey tournament schedule be published?: Publish the schedule after registrations are checked, pools are created and referees are assigned. A practical deadline is 5 to 7 days before the tournament, allowing time to correct clashes and send parking information.
How many hockey balls do I need for a tournament?: Plan at least one match ball per active field, plus several spares at the control desk. For example, a four-field tournament should have 4 balls in play and at least 4 to 8 replacements available for loss or damage.
When should I order tournament prizes and match shirts?: Order prizes and match shirts at least 4 weeks before the event, or earlier if names, sizes or custom printing are involved. Confirm quantities after registration closes, but do not wait until the final team list to start supplier communication.

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.