Field hockey tournament checklist

A field hockey tournament runs smoothly when the schedule, facilities and equipment are settled before teams arrive. Start by booking the fields and changing rooms, then set the format, rules and referee coverage before opening registration. In the final week, confirm team assignments, print match documents, check the weather plan and prepare food and drinks. This checklist keeps those decisions in the right order, including the small match-day details that are easy to miss.

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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
Draw up the match schedule
2 people
Set tournament rules
2 people
Book referees
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Finalize team assignments
2 people
Confirm participants
Send the competition schedule
Check the weather forecast
Confirm backup weather plan
2 people
Check the shopping list
2 people
Do the shopping
3 people
Gather tournament materials
3 people
Check prizes and medals
Print competition forms
Print team lists
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Check first aid supplies

Event

Open venue
2 people
Open changing rooms
Check the venue and materials
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the course
3 people
Prepare match balls
2 people
Set up score tables
2 people
Build the catering buffet
3 people
Set out coffee and tea
2 people
Prepare team registration
2 people
Brief the referees
2 people
Welcome the teams
3 people
Register attendance
2 people
Give the tournament briefing
2 people
Guide the opening race
4 people
Supervise races
8 people
Process results
2 people
Refill drinks
2 people
Serve snacks and lunch
3 people
Refill coffee and tea
Collect waste
2 people
Check changing rooms
2 people
Announce finalists
Lead the final
4 people
Present prizes
3 people
Serve the last refreshments
2 people
See off teams
3 people

Aftercare

Clean up catering
3 people
Gather sports equipment
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Separate and dispose of waste
2 people
Wash dishes
3 people
Clean changing rooms
2 people
Clean the catering area
2 people
Leave the site clean
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
Send results and photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Changing room benchesqty 8
Waste binsqty 6

Sports equipment

Hockey sticksqty 30
Match ballsqty 24
Spare ballsqty 12
Conesqty 40
Marker discsqty 30
Training bibsqty 30
Whistlesqty 8
Scoreboardsqty 4
Game clocksqty 4
Goal netsqty 4
Goalkeeper masksqty 4
Goalkeeper glovesqty 4
Referee cardsqty 8
Captain's armbandsqty 8
Ball bagsqty 4
Water cratesqty 8
Coolersqty 4

Equipment

Megaphonesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Laptopsqty 2
Tabletsqty 2
Label printer

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 50
Water jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4
Refrigerated display casesqty 2

Decorations

Team table signsqty 12
Directional signsqty 12
Stage ribbons
Tableclothsqty 8
Trophiesqty 3
Medalsqty 60
Participant certificatesqty 60

Cleaning

Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 6

Safety

First aid kitsqty 2
Ice packsqty 12
Safety vestsqty 8
Flashlightsqty 4

Catering

Groceries

Tips

Book the fields and changing rooms before sending invitations. You need the exact playing capacity and available facilities to create a realistic match schedule and tell teams where to report.
Set the tournament format, match length, breaks and tie-break rules before registration closes. Send the final schedule only after team assignments and participant numbers are confirmed.
Prepare a separate equipment check for each pitch: match balls plus spare balls, goals and nets, cones or marker discs, scoreboards, game clocks and whistles. Pack goalkeeper masks, gloves and referee cards rather than assuming teams will bring everything.
Plan refreshments around the timetable, not just the headcount. Chill drinks in coolers, set out water crates and prepare sandwiches and snacks early enough that teams can eat during scheduled breaks.
Check the forecast several days before the tournament and confirm the backup plan with teams, referees and venue staff. Keep printed team lists and competition forms available even if schedules are also stored on a laptop or tablet.

Frequently asked questions

How far in advance should I book fields for a field hockey tournament?: Book the fields and changing rooms at least 8 to 12 weeks before the tournament. This gives you time to confirm availability, build the match schedule and arrange referees before invitations go out.
When should registration close for a field hockey tournament?: Close registration about 2 to 3 weeks before match day. Use the remaining time to process entries, collect dietary requirements, finalize team assignments and send the competition schedule.
How many hockey balls do I need for a tournament?: Plan at least one match ball for every active pitch, plus 2 to 3 spare balls per pitch. Keep the spares in clearly marked ball bags so a lost or damaged ball does not stop a match.
What should I prepare the day before a field hockey tournament?: The day before, print team lists and competition forms, check prizes and medals, gather the sports equipment and confirm the weather plan. Chill drinks, prepare food and verify first-aid supplies before loading the match-day equipment.

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.