Handball tournament checklist

A handball tournament runs smoothly when the competition plan, people and equipment are arranged in the right order. Start by securing the sports hall and setting the match format, then open registration and book referees before publishing fixtures. In the final week, confirm teams, volunteers, first-aid cover and catering. On the day, keep printed team lists, score sheets and a run sheet at the control table, with spare balls, bibs and a pump ready courtside.

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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 the sports hall
Draw up the match schedule
2 people
Send invitations
2 people
Open the registration form
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Book referees
Assign judges
Arrange first aid coverage
Publish the match schedule
2 people
Send team confirmations
Order prizes
Check shirts and vests
2 people
Check sports equipment
2 people
Assign volunteers
2 people
Place catering order
2 people
Create a music playlist
Print the run sheet
Print team lists
Print score sheets
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Assemble team bags
2 people
Prepare the prize table
2 people
Pick up venue keys
Open the sports hall
2 people
Check field floor
2 people
Check goals
2 people
Set up tables
4 people
Set out chairs
4 people
Set up judges' table
2 people
Place scoreboards
2 people
Tape off the field lines
2 people
Prepare match balls
2 people
Connect the PA system
2 people
Set up the catering table
3 people
Fill the drink coolers
2 people
Check changing rooms
2 people
Set up the registration desk
2 people
Hang up signage
2 people
Set out first aid supplies
Brief volunteers
3 people
Brief the referees
2 people

Event

Welcome the teams
3 people
Register teams
3 people
Check team documents
2 people
Announce the opening
Supervise races
4 people
Record scores
2 people
Announce the schedule
Keep swap fields ready
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve sandwiches
3 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Treat injuries
2 people
Lead the final
4 people
Present prizes
3 people
Deliver the closing speech
See off the last visitors
2 people

Aftercare

Gather sports equipment
4 people
Clear away scoreboards
2 people
Clear tables and chairs
5 people
Catering breakdown
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the sports hall
4 people
Clean changing rooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Check supplier invoices
Publish results
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Changing room benchesqty 12
Waste binsqty 8

Sports equipment

Handballsqty 12
Training bibsqty 30
Spare goal netsqty 2
Conesqty 24
Field marking tapeqty 4
Whistlesqty 6
Competition bibsqty 16
Spare ball pumpqty 2
Clipboardsqty 6
Score sheetsqty 60
Pensqty 30
Team numbersqty 8

Equipment

Scoreboardsqty 2
Stopwatchesqty 4
PA system
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 4
Laptop
Printer

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Drink dispensersqty 3
Groceries

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Pitchersqty 8
traysqty 6

Decorations

Team table signsqty 8
Welcome sign
Competition schedule board
Winner ribbonsqty 24
Tableclothsqty 8
Prize tablecloth

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning cart
First aid kitqty 2
Ice packsqty 12

Tips

Set the match schedule only after you know the number of teams and available court time. Leave a short buffer between matches for substitutions, scorekeeping and delays.
Book referees and arrange first-aid coverage before sending final team confirmations. Assign judges and volunteers to specific courts, time slots and jobs rather than relying on a general volunteer list.
Check every handball, training bib, competition bib and goal net at least 3 days before the tournament. Test the scoreboards, stopwatches, PA system, printer and spare ball pump before loading them.
Collect dietary requirements when teams register, then place the catering order with a final headcount. Chill drinks and prepare snacks before the first teams arrive, not during the opening matches.
Print team lists, score sheets and the run sheet in advance, and bring spare pens and clipboards. Keep one complete paper set at the control table in case the laptop, printer or power supply fails.

Frequently asked questions

How far in advance should I book a sports hall for a handball tournament?: Book the sports hall at least 8 to 12 weeks ahead, especially if the tournament needs several courts or changing rooms. Confirm the available setup and pack-down time before fixing the match schedule.
When should I publish the handball tournament schedule?: Publish the schedule after registrations close and send it at least 7 days before the tournament. Send final team confirmations once the schedule, court assignments and arrival times have been checked.
How many referees and judges do I need for a handball tournament?: Plan at least 2 referees per active court and assign judges or scorekeepers to every match. Add substitutes or rotating volunteers if matches run continuously, so nobody has to cover a full tournament without a break.
When should I order food and drinks for a handball tournament?: Place the catering order 5 to 7 days before the tournament, using the confirmed team count and dietary requirements. Buy or chill drinks and prepare snacks on the day before or early on tournament morning.

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