Hockey club open day checklist
Use this checklist to organise a hockey club open day from the first planning meeting to the final equipment check. Set the programme before opening registration, then match volunteer cover, clinics, fixtures and catering to the number of visitors. Book the bouncy castle and sound system early, especially if your date falls during a busy club or school period. In the final week, focus on signs, first aid, drinks, dietary requirements and a weather-based backup plan.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Set the date and programme before promoting the open day. Allow at least 6–8 weeks for invitations, posters, social media promotion and supplier bookings.
- Open registration as soon as the programme is fixed, and close it 3–5 days before the event. Use the final list to prepare name checks, dietary information, clinic groups and catering quantities.
- Assign volunteers to specific time slots rather than asking for general help. Cover registration, clinics, match supervision, catering, equipment and pack-down, with at least one coordinator carrying a phone or walkie-talkie.
- Check hockey sticks, shirts, vests and other sports equipment 2–3 days beforehand. Count youth and senior sticks separately, and keep first aid supplies at the registration desk or another clearly marked point.
- Check the weather forecast 48 hours before the event and again on the morning itself. Decide in advance where the party tent, tables, sound system and activities will go if rain or strong wind changes the layout.
Frequently asked questions
- How far in advance should we plan a hockey club open day?
- Start planning 6–8 weeks ahead. Set the date and programme first, then allow time for promotion, registrations, volunteer planning, equipment checks and bookings such as the bouncy castle or sound system.
- When should registration close for a hockey club open day?
- Close registration around 3–5 days before the event. That gives you a reliable headcount for clinic groups, match schedules, dietary requirements, drinks, snacks and seating.
- How many volunteers do we need for a hockey club open day?
- Plan one named volunteer for each active area: registration, clinics, match supervision, catering, equipment and pack-down. Add at least one floating coordinator, then increase cover when several clinics or matches run at the same time.
- When should we check the weather for the open day?
- Check it 48 hours before the event and again on the morning. Use that information to confirm the party tent, signs, tables, sound equipment and any outdoor activities, rather than changing the layout at the last minute.