How to organise a field hockey tournament

Start by fixing the date and reserving enough hockey fields, then choose a tournament format that fits your number of teams and available playing time. Book referees before opening registration, because their availability can limit the schedule. Once entries are coming in, collect dietary requirements, assign teams and send clear arrival information. In the final week, print team sheets and schedules, check goals, nets, balls and timing equipment, and prepare water, shade and first aid for match day.

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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
2 people
4
Set the tournament format
3 people
5
Draw up the match schedule
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm team assignments
2 people
11
Send participant information
2 people
12
Order prizes and medals
13
Confirm first aid contact
14
Check the weather forecast
15
Print the match schedule
2 people
16
Print the team sheets
2 people
17
Prepare name stickers
2 people
18
Checking prizes
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
4 people
22
Collect materials
3 people
23
Load transport
3 people
24
Inspect the site
2 people
25
Set up tent
4 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up the course
4 people
29
Set up goals and nets
4 people
30
Set up score tables
2 people
31
Set up the sound system
2 people
32
Lay out power cables safely
2 people
33
Set up registration desk
2 people
34
Set up the catering buffet
4 people
35
Set up first aid table
2 people
36
Set up signage
2 people
37
Give referee briefing
3 people

Event

38
Register teams
4 people
39
Brief team captains
2 people
40
Announce the opening
2 people
41
Supervise races
8 people
42
Keep track of match scores
2 people
43
Move competition equipment
3 people
44
Check water stations
2 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Replenish the catering buffet
2 people
49
Empty trash bins
2 people
50
Check toilets
2 people
51
Organize the photo moment
2 people
52
Lead the final
6 people
53
Present prizes
3 people
54
Announce the farewell
2 people
55
See the audience out
3 people

Aftercare

56
Take down hockey goals
4 people
57
Clear up the fields
4 people
58
Clear tables and chairs
4 people
59
Switch off equipment
2 people
60
Catering breakdown
4 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the grounds
4 people
64
Reload materials
3 people
65
Return borrowed items
2 people
66
Return rental items
2 people
67
Store leftover stock
2 people
68
Publish results
69
Send thank-you message
2 people
70
Register lost property
71
Share photos
72
Check invoices

What to bring

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

Sports equipment

Hockey goalsqty 4
Goal netsqty 4
Hockey ballsqty 40
Spare hockey sticksqty 12
Conesqty 40
Marker discsqty 30
Whistlesqty 8
Scoreboardsqty 4
Stopwatchesqty 6
Team bibsqty 40
Water jugsqty 40
Water bottle cratesqty 4
Spare ball pitsqty 4
Pumpqty 2
Cone Bagsqty 4

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Beer tablesqty 4
Changing room benchesqty 8
Waste binsqty 8
Clothes racksqty 4
Coolersqty 6
Parasolsqty 4

Equipment

Laptopsqty 2
Tabletsqty 4
Printer
Extension cordsqty 8
Power stripsqty 6
Walkie-talkiesqty 8
Sound system
Microphonesqty 2
Megaphonesqty 2
Charging stationsqty 3
Phonesqty 3

Kitchen

Food warmersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Cooling water jugsqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 80
Serving traysqty 8

Decorations

Tournament bannersqty 6
Team flagsqty 12
Balloon archesqty 2
Tableclothsqty 10
Name badge holdersqty 20
Medalsqty 45
Winner's cupsqty 3
Ribbonsqty 12
Name stickersqty 120

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Spongesqty 12
Hand broomsqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Set the format before publishing the registration form. Decide how many teams can enter, how long each match lasts and how much time you need between games for movement, scoring and substitutions.
Build the schedule as soon as registrations close, then allow at least 7 days to confirm team assignments and send participant information. Include arrival time, changing arrangements, pitch numbers and what players must bring.
Book referees early and confirm the first aid contact no later than 1 week before the tournament. On the day, keep walkie-talkies available so the organiser, pitch leads and first aid contact can reach one another quickly.
Do a full equipment check 1 to 2 days beforehand. Count goals, nets, hockey balls, spare sticks, cones, marker discs, whistles, scoreboards and stopwatches rather than assuming they are already at the fields.
Prepare the site before teams arrive: set up the tent, tables, chairs, waste bins, water jugs and bottle crates, then chill drinks and prepare snacks. Keep printed schedules, team sheets, name stickers and prizes together at the registration point.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start at least 8 to 12 weeks ahead. Reserve the fields and book referees first, then open registration once the format, capacity and match-day timing are clear.
How do I create a field hockey tournament schedule?: List every team, pitch and referee, then assign match slots with a clear changeover period between games. Finish the schedule at least 7 days before the event so you can resolve withdrawals and send the final version to participants.
How many hockey fields do I need for a tournament?: The number depends on team count, match length and the event window. As a starting point, calculate the total match slots and divide them across the available fields, leaving at least 5 to 10 minutes between matches for teams and officials to move.
What should I prepare the day before a field hockey tournament?: Print the match schedule and team sheets, prepare name stickers, check prizes and count all sports equipment. Also confirm the weather forecast, first aid contact, transport load and whether the tent, tables, water and cooling equipment are ready.

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