How to organise a birthday tournament

A birthday tournament needs more than teams and a few balls. Start by choosing the format, then set a registration deadline, build the schedule and check that the venue supports every match. Collect dietary requirements before you shop, and prepare score sheets, prizes and equipment separately so they do not get lost in the setup. On the day, allow time for registration, a grounds or hall check, changing the course and testing the sound system before the first whistle.

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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

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Determine the tournament format
2 people
6
Create the match schedule
7
Assemble teams
8
Inform participants
9
Check the weather forecast
10
Do the shopping
2 people
11
Gather sports equipment
2 people
12
Lay out prizes and medals
13
Print score sheets
14
Create a music playlist
15
Check competition equipment
2 people
16
Open venue
2 people
17
Check grounds and hall
2 people
18
Set up tables and chairs
3 people
19
Set up the course
3 people
20
Prepare sports equipment
2 people
21
Hang decorations
2 people
22
Connect the sound system
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Set out coffee and tea
26
Set up the registration table

Event

27
Receive participants
2 people
28
Explain the tournament
2 people
29
Guide teams to the fields
2 people
30
Supervise races
4 people
31
Record scores
2 people
32
Refill drinks
2 people
33
Refill snacks
2 people
34
Serve break snacks
3 people
35
Announce finalists
36
Lead the final
3 people
37
Serve birthday cake
3 people
38
Present prizes
2 people
39
Host the open bar
2 people

Aftercare

40
Pack leftovers
2 people
41
Gather sports equipment
3 people
42
Sort waste
2 people
43
Wash dishes
3 people
44
Clear tables and chairs
3 people
45
Clean the venue
3 people
46
Remove decorations
2 people
47
Disconnect equipment
2 people
48
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Registration desk
Prize table
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable cupsqty 80
Coffee cupsqty 30
Cutlery setsqty 50
Serving plattersqty 8

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballqty 3
Conesqty 30
Marker discsqty 20
Team bibsqty 40
Whistlesqty 4
Stopwatchesqty 4
Scoreboardsqty 4
Sports bagsqty 2

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3
Charging phone

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Thermos flasksqty 3
Ice cube traysqty 4

Decorations

Balloonsqty 80
Buntingqty 6
Tableclothsqty 6
Team flagsqty 5

Lighting

String lightsqty 3
Battery lanternsqty 4

Cleaning

Trash bagsqty 40
Cleaning spongesqty 6
Mop set

Catering

Groceries

Tips

Choose the tournament format before sending invitations. Set a registration deadline at least 7 days before the event so you can assemble balanced teams and publish a workable match schedule.
Create the schedule after registrations close, not before. Include match lengths, breaks and at least 10 minutes between rounds for teams to move, scores to be recorded and equipment to be reset.
Pack sports equipment by function: balls, cones or marker discs, team bibs, whistles, stopwatches and scoreboards. Test every item at least 1 day beforehand, especially if several sports share the same equipment.
Finish food and drink planning after collecting dietary requirements. Chill drinks before guests arrive, prepare snacks on serving platters and keep coffee and tea separate from the competition area to prevent spills.
Set up the registration desk, prize table, waste bins, tables and chairs before decorating. Keep prizes, medals and printed score sheets together, and allow at least 30 minutes before kickoff for the final venue and equipment check.

Frequently asked questions

How far in advance should I plan a birthday tournament?: Reserve the venue and choose the tournament format 4 to 6 weeks before the birthday. Send invitations early enough to close registrations at least 7 days before the event.
How do I make a birthday tournament schedule?: First list the confirmed teams, then assign match times, courts or course sections, breaks and a final round. Add at least 10 minutes between matches and print one score sheet per match or round.
How many drinks do I need for a birthday tournament?: Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Keep extra water available because participants are active, and chill drinks before guests arrive.
What should I check on the day of the tournament?: Open the venue at least 60 minutes before the first match. Check the grounds or hall, course, tables, chairs, registration area, sports equipment, scoreboards, sound system and weather forecast before participants arrive.

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.