Football tournament checklist

A football tournament runs smoothly when the decisions that affect everyone are made early. Set the rules and registration process before you draw teams, then secure pitches, changing rooms and referees before the schedule is published. In the final week, focus on printed match documents, medical information, equipment checks and clear instructions for captains. This checklist also covers the details that are easy to leave too late, such as insurance conditions, dietary requirements, sound equipment and transport information.

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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

Send invitations
Draw up tournament rules
2 people
Open the registration form
Process registrations
Collect dietary requirements
Finalise team assignments
2 people
Create the match schedule
2 people
Book referees
Book the sports fields
Make locker room reservations
Book sound equipment
Check permit conditions
Check insurance details
Finalize the participant list
Inform team captains
Send route information
Print the match schedule
Print team assignments
Print score sheets
Seal medical information
Do the shopping
2 people
Gather sports equipment
2 people
Collect the sound system
2 people
Fill coolers
2 people
Assemble tournament bags
2 people
Check the weather forecast

Event

Open venue
2 people
Check site safety
2 people
Mark out fields
4 people
Set up goals
4 people
Check nets
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the competition office
2 people
Connect the sound system
2 people
Test the music
Put up signage
2 people
Set up dressing rooms
2 people
Prepare first aid supplies
Prepare catering
3 people
Set out sandwiches and fruit
3 people
Chill drinks
2 people
Make coffee and tea
2 people
Open registration
3 people
Check team uniforms
2 people
Brief the referees
2 people
Give the opening briefing
2 people
Supervise races
6 people
Record scores
2 people
Carry out timekeeping
2 people
Hand out match balls
Refill drinks
2 people
Serve snacks
3 people
Hand out lunch packs
3 people
Keep rest areas clean
2 people
Empty trash bins
2 people
Record injuries
Announce finalists
Lead the final
4 people
Handle prize ceremony
3 people
Take group photo
2 people
Serve the last round
2 people
See participants off
2 people

Aftercare

Turn off the sound system
2 people
Gather sports equipment
4 people
Take down goals and nets
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Pack leftover food
2 people
Empty coolers
2 people
Collect waste
3 people
Clean the restrooms
2 people
Clean changing rooms
2 people
Clean the grounds
4 people
Wash dishes
3 people
Return borrowed materials
2 people
Return sound system
2 people
Handle the deposit and keys
Publish results
Send thank-you message

What to bring

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

Sports equipment

Footballsqty 12
Reserve footballsqty 4
Conesqty 40
Marker discsqty 30
Line marking paintqty 4
Whistlesqty 8
Referee vestsqty 8
Team bibsqty 80
Captain's armbandsqty 8
Goal netsqty 4
Mini goalsqty 4
Pump with needlesqty 2
Spare ball needlesqty 10
First aid kitqty 2
Ice packsqty 12
Athletic tapeqty 8
Disposable glovesqty 2
Trophiesqty 3
Medal ribbonsqty 80

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
Race office
Changing room benchesqty 12
Clothes racksqty 4

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Rechargeable walkie-talkiesqty 6
Power banksqty 4
Coolersqty 6
Speaker standsqty 2

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Ice packsqty 24

Decorations

Team flagsqty 8
Start and finish sign
Stage sign
Tableclothsqty 8

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 10
Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Laundry basketsqty 6

Catering

Groceries

Tips

Open registration only after the tournament rules, closing date and required participant details are clear. Collect dietary requirements at the same time, rather than trying to chase them after teams have been assigned.
Reserve the sports pitches, changing rooms and any sound equipment before confirming the event schedule. Ask when access begins, because setup time is separate from the first kickoff.
Finalise teams before producing the match schedule, and send the schedule and route information to team captains in advance. Print spare copies for the match desk, changing rooms and officials.
Check every ball, pump, goal net, bib and referee item before event day. Pack reserve balls and spare needle tips with the main sports equipment instead of assuming they can be found locally.
Keep sealed medical information with the event organiser and place the first-aid kit, ice packs, tape and disposable gloves at the match desk. Test radios, microphones, extension cables and power strips before participants arrive.

Frequently asked questions

How far in advance should I organise a football tournament?: Start at least 8 to 12 weeks before the tournament. Use the first weeks for invitations, registration, rules and venue bookings; leave the final 7 days for team confirmation, printing and equipment checks.
When should football tournament teams be finalised?: Finalise teams after registration closes and no later than 7 days before kickoff. This gives you time to create the schedule, brief captains and print team lists without last-minute changes.
How many footballs do I need for a tournament?: Plan at least one match ball for each active pitch, plus 2 to 4 reserve footballs for the whole tournament. Check inflation and pack a pump and spare needle tips before leaving for the venue.
What should I prepare for football tournament first aid?: Have an accessible first-aid kit, ice packs, sports tape, disposable gloves and sealed medical details ready before the first match. Put the first-aid supplies at the match desk and confirm who is responsible for them at least 24 hours beforehand.

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.