Field hockey tournament checklist

A field hockey tournament needs more than booked pitches and a match schedule. You also need enough time to register teams, appoint referees, collect dietary requirements and prepare clear paperwork for every match. Use this checklist to work through the planning in order, from reserving the fields to inspecting the grounds on the day. It also covers equipment, catering, drinks, prizes, weather updates and the practical details that are easy to leave until the last minute.

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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
Book referees
Determine the tournament setup
2 people
Invite teams
2 people
Process registrations
2 people
Collect dietary requirements
Draw up the match schedule
2 people
Send the competition schedule
Order prizes
Order catering
Check insurance
Check the weather forecast
Determine an alternative weather scenario
2 people
Print attendance list
Print match forms
Do the shopping
2 people
Collect prizes
Gather sports equipment
3 people
Prepare catering
3 people
Chill drinks
2 people
Confirm team assignments
2 people
Send weather update
Pick up venue keys
Inspect the grounds
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Mark out fields
3 people
Set up goals
4 people
Set out competition equipment
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Prepare first aid supplies
Place route signs
2 people
Connect the sound system
2 people
Brief volunteers
2 people

Event

Welcome the referees
2 people
Register teams
3 people
Inform team captains
2 people
Handle the opening
2 people
Supervise races
6 people
Record results
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Serve lunch buffet
3 people
Prepare barbecue
3 people
Serve barbecue
4 people
Supervise the final match
5 people
Process final results
2 people
Handle prize ceremony
3 people
Give a thank-you speech
Collect lost property

Aftercare

Collect waste
4 people
Clean up catering
3 people
Gather sports equipment
3 people
Store goals and field equipment
4 people
Dismantle tables and chairs
4 people
Take down tents
4 people
Wash dishes
3 people
Clean the grounds
4 people
Lock up the venue
2 people
Return materials
3 people
Empty coolers
2 people
Dispose of waste
2 people
Return borrowed equipment
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 80
Beer benchesqty 8
Foldable tablesqty 3
Waste binsqty 8
Clothes racksqty 2

Sports equipment

Hockey goalsqty 4
Hockey goal netsqty 4
Hockey ballsqty 40
Spare hockey sticksqty 12
Training bibsqty 40
Conesqty 40
Field markingsqty 16
Referee whistlesqty 6
Stopwatchesqty 4
Scoreboardsqty 4
Spare ball bagsqty 4
First aid kitqty 2
Cold packs setsqty 4

Equipment

Laptopsqty 2
Tabletsqty 2
Power banksqty 4
Extension cordsqty 6
Power stripsqty 4
Portable speakersqty 2
Clipboardsqty 12
Ballpoint pensqty 30
Permanent markersqty 12
Printer

Lighting

LED lampsqty 6
Light cablesqty 3

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Water jugsqty 8
Barbecuesqty 2
Grill racksqty 2
Serving tongsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice packsqty 24

Decorations

Team flagsqty 8
Start and finish banner
Competition schedule boardqty 2
Directional signsqty 10
Tableclothsqty 8
Winner's cupsqty 3
Medal ribbonsqty 30

Cleaning

Dustpans and brushesqty 3
Mop setsqty 2
Trash grabbersqty 4

Catering

Groceries

Tips

Set the date and reserve the hockey fields before inviting teams. Confirm the tournament setup early, including the number of pitches, teams, pools and matches, so you know how much playing time and equipment you need.
Close registrations before drawing up the fixture schedule. Allow at least 7 days to process team entries, confirm team assignments and collect dietary requirements before sending the competition schedule.
Check equipment against the match format, not just the number of teams. Count goals, nets, balls, spare sticks, bibs, cones, scoreboards, stopwatches and referee whistles, and keep spare balls and sticks available during play.
Order catering and prizes early enough to receive them before tournament week. Prepare reusable cups, plates and cutlery, chill drinks before the first matches and arrange tables, bins and shelter where teams can find them easily.
Check the weather forecast 48 hours before the tournament and send an update to every team. Have the alternative weather scenario ready, including who decides whether matches continue, move or stop, and make sure the venue keys and ground inspection are covered on the day.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start at least 8 to 12 weeks ahead. Reserve the fields, book referees and invite teams first; leave the final 7 days for registrations, fixtures, catering, prizes and equipment checks.
When should I send the field hockey tournament schedule?: Send the confirmed competition schedule 5 to 7 days before the tournament. Include arrival times, team assignments, pitch numbers, match times and any information about catering or weather updates.
How many hockey balls do I need for a tournament?: Plan at least 2 match balls per pitch in use, plus 2 to 4 spare balls for the whole tournament. Keep the spare balls in a separate ball bag so a lost or damaged ball does not delay a match.
When should I check the weather for a field hockey tournament?: Check the forecast 48 hours before the event and again on the morning itself. Send the final weather update as soon as a decision is made, and communicate the alternative scenario before teams travel.

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.