Hockey camp checklist: what to arrange and when

A hockey camp needs more than a booked field and a pile of sticks. You need confirmed coaches, signed consent forms, emergency contacts, team assignments and a clear training program before participants arrive. Food, drinks, first-aid supplies and weather checks also need a deadline, not just a note on the list. Use this checklist to work from early bookings through registration, field setup and the final meal.

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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

Reserve the hockey field
Reserve clubhouse
Confirm coaches and supervisors
2 people
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Check emergency contacts
2 people
Collect dietary requirements
Assign teams
2 people
Print training program
Print participant list
Check the weather forecast
Do the shopping
3 people
Check hockey equipment
2 people
Check first aid supplies
Fill coolers
2 people
Prepare meal
4 people
Prepare participant details
Check the fields and goals
2 people
Set up hockey equipment
3 people
Set up the registration desk
2 people
Set up tables and chairs
3 people
Set up the dining area
3 people
Chill drinks
2 people
Hang decorations
2 people
Test Sound System
Set up the welcome desk
2 people
Brief chaperones
3 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out wristbands
2 people
Explain the hockey rules
2 people
Lead the warm-up
3 people
Lead technical training
5 people
Lead the water break
3 people
Support form groups
5 people
Hand out fruit and snacks
3 people
Refill drinks
2 people
Explain the evening game
2 people
Supervise the evening game
5 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Serve diet meals
2 people
Refill drinks
2 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Lead the final cool-down
3 people
Ensure participants leave safely
4 people
Collect lost property

Aftercare

Collect hockey equipment
3 people
Clear goals and field
3 people
Wash dishes
3 people
Clean the dining area
3 people
Collect waste
2 people
Empty and clean coolers
2 people
Remove decorations
2 people
Clear away music equipment
Conduct the final venue check
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover food
2 people
Inform parents about found items
Share photos securely

What to bring

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

Furniture

Folding tablesqty 8
Chairsqty 50
Registration desk
Waste binsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 6

Sports equipment

Hockey sticksqty 50
Hockey ballsqty 60
Conesqty 40
Marker discsqty 30
Low training hurdlesqty 12
Coordination laddersqty 4
Mini goalsqty 8
Team bibsqty 50
Whistlesqty 6
Scoreboardqty 2
Stopwatchqty 4
Water cratesqty 6
Water bottlesqty 50
Training matsqty 10
Prizes and medalsqty 50

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Kitchen

Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Storage binsqty 12
Thermos flasksqty 4
Coolersqty 6

Decorations

Team flagsqty 8
Balloonsqty 50
Tableclothsqty 8
Name stickersqty 60

Lighting

LED lampsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 3

Safety

First aid kitsqty 2
Ice packsqty 8
Sunscreen dispensersqty 3

Catering

Groceries

Tips

Book the hockey field and clubhouse first, then confirm coaches and supervisors before sending invitations. Set a registration deadline early enough to process forms, dietary requirements and emergency contacts before team assignments.
Set the consent-form and registration deadline at least 7 days before camp day. Use the final participant list to assign teams, prepare participant details and print the training program.
Check hockey sticks, balls, cones, marker discs, goals and team bibs several days beforehand, not during setup. Count the equipment by training group and test the stopwatch, scoreboard, whistles and portable speaker before participants arrive.
Check the weather forecast twice: once 48 hours before the camp and again on the morning itself. Have water ready for every training block, and place first-aid supplies where coaches and supervisors can reach them quickly.
Plan setup in a fixed order on the day: registration desk first, then tables and chairs, dining area, hockey equipment and coolers. Chill drinks and prepare the meal early enough that serving does not overlap with registration or the first training session.

Frequently asked questions

How far in advance should I plan a hockey camp?: Start booking the field, clubhouse and coaching team at least 6 to 8 weeks ahead. Set the registration deadline around 7 days before camp day so there is time to check forms, dietary requirements and teams.
When should hockey camp registrations close?: Close registrations at least 7 days before the camp. That gives you time to process participant details, collect consent forms, check emergency contacts and print the final participant list.
How much water do I need for a hockey camp?: Plan at least 1 litre of drinking water per participant for a half-day camp, plus extra for warm weather and coaches. Fill coolers and water crates before the first training block, with refill access available throughout the day.
When should I check the hockey equipment?: Complete the equipment check 2 to 3 days before the camp and repeat a quick field-side check on the morning itself. Count sticks, balls, cones, goals, bibs and training aids by group so missing items can be replaced before training starts.

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.