How to organise a camp football tournament

A camp football tournament combines a competition, overnight arrangements and a full event site, so the order of planning matters. Start by securing the date, field and campground, then set the format and rules before inviting teams. Once registrations close, build the team list, schedule and camping plan together. The final week is for confirming participants, checking equipment, watching the forecast and sending clear arrival information.

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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
Set tournament date
2 people
2
Reserve field and campground
2 people
3
Define the competition format
2 people
4
Draw up tournament rules
2 people
5
Send invitations
2 people
6
Open the registration form
7
Contact referees
2 people
8
Book catering
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Create team assignments
2 people
12
Create the match schedule
2 people
13
Confirm participants
14
Assign camping spots
2 people
15
Order prizes
16
Check the weather forecast
17
Send participant information
18
Do the shopping
3 people
19
Collect materials
3 people
20
Fill coolers
2 people
21
Print competition forms
22
Prepare starter kits for each team
2 people
23
Inspect the site
3 people
24
Mark the campsite
3 people
25
Mark out the football pitch
4 people
26
Set up goals
4 people
27
Build party tents
5 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Build the catering buffet
4 people
31
Chill drinks
2 people
32
Set up first aid and rest area
2 people
33
Set up the announcement and scoring table
2 people
34
Prepare team registration
2 people
35
Brief volunteers
2 people

Event

36
Welcome the teams
3 people
37
Carry out team registration
3 people
38
Assign camping spots
3 people
39
Give the tournament explanation
2 people
40
Supervise races
8 people
41
Record scores
2 people
42
Prepare match balls
2 people
43
Check water stations
2 people
44
Refill drinks
2 people
45
Restock fruit and snacks
2 people
46
Serve lunch buffet
4 people
47
Collect tableware
2 people
48
Wash dishes
2 people
49
Announce finalists
50
Lead the final
4 people
51
Handle prize ceremony
3 people
52
Serve dinner
5 people
53
Check the campfire site
2 people
54
Support the evening program
3 people
55
Empty waste bins periodically
2 people
56
Collect lost property

Aftercare

57
Clear away football equipment
4 people
58
Clear away catering supplies
4 people
59
Take down tables and chairs
4 people
60
Take down party tents
5 people
61
Clean the grounds
5 people
62
Dispose of waste
3 people
63
Inspect campsite
3 people
64
Clean dishes and kitchen
3 people
65
Inventory materials
2 people
66
Return borrowed items
2 people
67
Store leftover groceries
2 people
68
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Bar stoolsqty 6
Waste binsqty 8
Clothes racksqty 2

Sports equipment

Footballsqty 10
Youth goalsqty 4
Conesqty 40
Marker discsqty 30
Team bibsqty 40
Whistlesqty 6
Referee cardsqty 6
Scoreboardsqty 2
Game clocksqty 4
Spare pumpqty 2
Ball netsqty 4
Football Prizesqty 3
Medal ribbonsqty 80

Camping

Wayfinding signsqty 12
Barrier tapeqty 4
Herringqty 60
Rope rollsqty 4
Flashlightsqty 8
Extension cordsqty 4
Power stripsqty 4

Equipment

Portable speakersqty 2
Microphone
Megaphonesqty 2
Coolersqty 6
Light Stripsqty 4
Rechargeable lampsqty 8

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving spoonsqty 8
Serving plattersqty 12
Food warmersqty 4
Kettlesqty 2
Coffee machinesqty 2
Ice packsqty 24

Cleaning

First aid kitsqty 2
Hand soap dispensersqty 4
Towel roll holdersqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Litter pickersqty 3
Toilet brushesqty 4

Catering

Groceries

Tips

Set the competition format and rules before opening registration. Decide the number of teams, match length, group or knockout structure, tie-breakers and registration deadline so every team receives the same information.
Close registrations early enough to build a workable schedule. Allow at least 7 days between the registration deadline and the tournament, giving you time to process entries, collect dietary requirements and confirm participants.
Treat camping and football as one site plan. Assign camping spots, mark the campsite, position wayfinding signs and barrier tape, and keep the route between tents, changing areas and the pitch clear.
Prepare one starter kit for each team before arrival. Include team bibs and the information they need, while keeping spare footballs, a pump, cones, marker discs, whistles and referee cards at the control point.
Do the site inspection and equipment check before event day, not during the first match. Mark out the pitch, test the scoreboards and game clocks, check lighting and extension cords, fill coolers, and place waste bins where people will actually use them.

Frequently asked questions

How far in advance should I organise a camp football tournament?: Set the date, reserve the field and campground, and contact referees at least 8 to 12 weeks ahead. Open team registration once the format, rules and basic facilities are confirmed. Keep the final 7 days for scheduling, shopping, site checks and participant information.
How do I create a schedule for a camp football tournament?: Start with the number of teams, available pitches and match length, then add changeover time between games. Finish the schedule at least 7 days before the tournament, after registrations close and team assignments are known. Share arrival times, first matches and camping details together.
When should I collect dietary requirements from players?: Ask for dietary requirements on the registration form and close that information at least 7 days before the event. Send the final numbers to catering after registrations are processed, rather than waiting until participants arrive.
What should I check the day before a camp football tournament?: Inspect the field and campground, mark the pitch and campsite, check goals, balls, cones, bibs, scoreboards and clocks, and test speakers or microphones. Complete this check 24 hours before the first match so missing equipment can still be collected or replaced.

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.