G tournament checklist and planning guide

A G tournament involves more than drawing up the fixtures. You need confirmed teams, referees, volunteers, changing rooms, equipment and clear information before match day. This checklist puts the work in a practical order, from setting the date and opening registration to preparing match forms, food and tournament kits. It also helps you catch details that are often left until the last week, such as dietary requirements, spare balls, parking instructions and chilled drinks.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm tournament date
Invite participating teams
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Check team details
2 people
Draw up the match schedule
2 people
Book referees
Assign volunteers
2 people
Reserve venue
Reserve changing rooms
Confirm match supervision
Send parking information
Send tournament information
Print participant list
Print match forms
Prepare certificates
2 people
Order groceries
Check sports equipment
2 people
Check first aid supplies
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Portion the catering
2 people
Assemble tournament kits
2 people
Set out the field layout
4 people
Set up goals
4 people
Check the field lines
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the catering counter
3 people
Check changing rooms
2 people
Set up signage
2 people
Test sound
2 people
Lay out tournament materials
2 people
Brief volunteers
3 people
Brief the referees
2 people

Event

Staff the reception desk
2 people
Register teams
3 people
Receive team leaders
2 people
Explain the match schedule
Handle the opening
2 people
Supervise races
6 people
Keep track of match scores
2 people
Announce match times
Move the ball carts
2 people
Check water stations
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Distribute meals
4 people
Keep diet meals separate
Empty trash bins
2 people
Check toilets
2 people
Check final standings
2 people
Present prizes
3 people
Announce the closing
See participants off
3 people

Aftercare

Collect tableware
3 people
Clean the kitchen
3 people
Clear up the fields
4 people
Gather sports equipment
3 people
Clear tables and chairs
4 people
Check changing rooms
2 people
Collect waste
3 people
Clean the venue
4 people
Store Materials Safely
3 people
Return borrowed items
2 people
Clear away leftover food
2 people
Register lost property
Inform participants about lost and found items
Share photos with participants
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Team tablesqty 8
Benchesqty 12
Party tentsqty 2
Coat racksqty 4

Sports equipment

Footballsqty 16
Reserve footballsqty 4
Mini goalsqty 8
Conesqty 60
Field marking conesqty 40
Protection netsqty 4
Spare vestsqty 40
Captain's armbandsqty 8
Whistlesqty 8
Stopwatchesqty 4
Scoreboardsqty 4
Game clocksqty 4
Ball netsqty 4
Pumpsqty 3
Spare ball needlesqty 10
Training ladderqty 2
Changing room hangersqty 80

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Payment terminalsqty 2
Rechargeable power banksqty 4

Tableware

Reusable drinking cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 60
Serving spoonsqty 12
Serving plattersqty 16
Serving jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Serving tongsqty 8
Ice packsqty 20

Decorations

Tournament banner coversqty 4
Buntingqty 8
Team table signsqty 8
Welcome sign
Pen holdersqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Dish brushesqty 4
Tea towelsqty 12
Toilet brushesqty 4
Hand soap dispensersqty 4
First aid kitsqty 2
Disposable washclothsqty 100

Catering

Groceries

Paper goods

Participant listsqty 10
Competition formsqty 80
Program bookletsqty 120
Pensqty 30
Waterproof markersqty 12
Clipboardsqty 12
Certificatesqty 120
Prizesqty 8
Score cardsqty 20
Wristbandsqty 150
Name stickersqty 150
Directional signsqty 12
Registration formsqty 30

Safety

Cold packsqty 12
Emergency blanketsqty 6
Safety vestsqty 12
Flashlightsqty 6
Emergency blanketsqty 4
Barrier tapeqty 4
Cable traysqty 20
Non-slip matsqty 8

Tips

Close registration early enough to check every team’s details and dietary requirements before you create the match schedule. A fixed deadline at least 10 days before the tournament gives you time to resolve missing information.
Plan staffing by role, not just by headcount. Confirm referees, match supervision and volunteers separately, then send each person their duties and arrival time no later than 3 days before the event.
Pack equipment by match-day function. Keep footballs, reserve balls, cones, goals, bibs, whistles, stopwatches and scoreboards together, and check pumps and spare ball needles before loading everything.
Send the practical tournament information at least 5 days in advance. Include the schedule, parking details, changing-room arrangements, arrival time and what team captains need to bring.
Treat catering as a timed task rather than a final shopping trip. Pick up groceries early enough to chill drinks, prepare snacks and portion food before the first teams arrive; allow at least 2 drinks per participant for the opening hour.

Frequently asked questions

How far in advance should I organise a G tournament?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Open registration early enough to leave 10 to 14 days for processing entries, checking team details and creating the match schedule.
When should I send the tournament schedule to teams?: Send the schedule and practical information at least 5 days before the tournament. If teams are travelling or parking is restricted, send it 7 to 10 days ahead so they can plan arrival and transport.
How many referees and volunteers do I need for a G tournament?: Plan at least 1 referee per match in progress, plus 1 floating supervisor for the tournament area. Add 1 volunteer for registration and information, and 1 person responsible for catering and supplies.
What sports equipment should I prepare for a G tournament?: Prepare the equipment for every pitch plus a reserve set: at least 1 match ball and 1 reserve ball per pitch, extra cones and bibs, whistles, stopwatches, scoreboards, pumps and spare ball needles. Check everything 1 to 2 days before match day.

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.