How to organise a field hockey tournament

A field hockey tournament runs smoothly when the competition format, pitch time and team numbers are fixed before you invite anyone. Start by booking the fields and referees, then build registration around the format you can actually run in one day. In the final week, confirm team assignments, prepare match paperwork and check every goal, net, ball and scoreboard. Keep a weather alternative ready, because changing pitches or timings at the last minute affects catering, transport and officials.

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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 hockey fields
3
Book referees
4
Determine the tournament setup
2 people
5
Invite teams
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Draw up the match schedule
2 people
9
Send the competition schedule
10
Order prizes
11
Order catering
12
Check insurance
13
Check the weather forecast
14
Determine an alternative weather scenario
2 people
15
Print attendance list
16
Print match forms
17
Do the shopping
2 people
18
Collect prizes
19
Gather sports equipment
3 people
20
Prepare catering
3 people
21
Chill drinks
2 people
22
Confirm team assignments
2 people
23
Send weather update
24
Pick up venue keys
25
Inspect the grounds
2 people
26
Set up tents
4 people
27
Set up tables and chairs
4 people
28
Mark out fields
3 people
29
Set up goals
4 people
30
Set out competition equipment
2 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Prepare first aid supplies
34
Place route signs
2 people
35
Connect the sound system
2 people
36
Brief volunteers
2 people

Event

37
Welcome the referees
2 people
38
Register teams
3 people
39
Inform team captains
2 people
40
Handle the opening
2 people
41
Supervise races
6 people
42
Record results
2 people
43
Refill drinks
2 people
44
Restock fruit and snacks
2 people
45
Serve lunch buffet
3 people
46
Prepare barbecue
3 people
47
Serve barbecue
4 people
48
Supervise the final match
5 people
49
Process final results
2 people
50
Handle prize ceremony
3 people
51
Give a thank-you speech
52
Collect lost property

Aftercare

53
Collect waste
4 people
54
Clean up catering
3 people
55
Gather sports equipment
3 people
56
Store goals and field equipment
4 people
57
Dismantle tables and chairs
4 people
58
Take down tents
4 people
59
Wash dishes
3 people
60
Clean the grounds
4 people
61
Lock up the venue
2 people
62
Return materials
3 people
63
Empty coolers
2 people
64
Dispose of waste
2 people
65
Return borrowed equipment
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 80
Beer benchesqty 8
Foldable tablesqty 3
Waste binsqty 8
Clothes racksqty 2

Sports equipment

Hockey goalsqty 4
Hockey goal netsqty 4
Hockey ballsqty 40
Spare hockey sticksqty 12
Training bibsqty 40
Conesqty 40
Field markingsqty 16
Referee whistlesqty 6
Stopwatchesqty 4
Scoreboardsqty 4
Spare ball bagsqty 4
First aid kitqty 2
Cold packs setsqty 4

Equipment

Laptopsqty 2
Tabletsqty 2
Power banksqty 4
Extension cordsqty 6
Power stripsqty 4
Portable speakersqty 2
Clipboardsqty 12
Ballpoint pensqty 30
Permanent markersqty 12
Printer

Lighting

LED lampsqty 6
Light cablesqty 3

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Water jugsqty 8
Barbecuesqty 2
Grill racksqty 2
Serving tongsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice packsqty 24

Decorations

Team flagsqty 8
Start and finish banner
Competition schedule boardqty 2
Directional signsqty 10
Tableclothsqty 8
Winner's cupsqty 3
Medal ribbonsqty 30

Cleaning

Dustpans and brushesqty 3
Mop setsqty 2
Trash grabbersqty 4

Catering

Groceries

Tips

Set the tournament format before opening registration. Decide how many teams you can host, how long each match will last and how many pitches are available; otherwise the schedule will expand beyond the booked field time.
Book referees as soon as the date and format are fixed. A tournament with several pitches may need multiple officials at the same time, so do not wait until team registrations are complete.
Close registrations early enough to draw the schedule and collect dietary requirements. Send the competition schedule before match day, then confirm team assignments again after the final changes.
Inspect the grounds when you collect the venue keys. Check goals, nets, field markings and access to power, and test stopwatches, scoreboards, tablets and extension cords before teams arrive.
Prepare a weather decision with a specific deadline and message. Check the forecast the day before and again on the morning itself, and tell teams whether the tournament is proceeding, changing format or using the alternative plan.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start at least 8 to 12 weeks ahead if you need to reserve fields, book referees and invite multiple teams. Set the date and tournament format first, then allow several weeks for registrations and scheduling.
How many matches can a field hockey tournament fit into one day?: Calculate this from the number of pitches, match length and changeover time. Leave at least 10 to 15 minutes between matches for teams to leave, warm up and update the scoreboard before publishing the schedule.
When should I send the field hockey tournament schedule?: Send the competition schedule 5 to 7 days before the tournament, once registrations and team assignments are stable. Send a final confirmation on the day before, including arrival time, pitch allocation and any weather update.
When should I make a rain plan for a hockey tournament?: Create the alternative weather scenario when you book the fields, not after the forecast changes. Check conditions 24 hours before the event and again 3 to 4 hours before the first match, then communicate the decision immediately.

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.