How to organise a field hockey tournament

A field hockey tournament runs smoothly when the schedule, pitches and people are arranged before match day. Start by securing the date and fields, then collect registrations and dietary requirements before assigning teams. Once you know how many teams are playing, build the match schedule, book referees and set the competition rules. Leave the final days for printing forms, checking equipment, chilling drinks and preparing food—not for solving missing 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
Confirm tournament date
2
Reserve hockey fields
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Finalise team assignments
2 people
7
Create the match schedule
2 people
8
Schedule referees
2 people
9
Set competition rules
2 people
10
Print participant list
11
Print match forms
12
Create floor plan
13
Assign volunteers
2 people
14
Calculate catering quantities
2 people
15
Check the shopping list
2 people
16
Check hockey equipment
2 people
17
Check first aid supplies
18
Order prizes and medals
19
Do the shopping
3 people
20
Pick up chilled products
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Prepare sandwiches
3 people
24
Set out coffee and tea
2 people
25
Set out the field layout
3 people
26
Check goals and nets
2 people
27
Set Up Competition Tables
3 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Set up the catering buffet
3 people
31
Hang decorations
2 people
32
Connect the sound system
2 people
33
Set up the first aid station
2 people
34
Fill drink coolers
2 people
35
Lay out game equipment by field
3 people
36
Give volunteer briefing
2 people

Event

37
Register teams
3 people
38
Explain the competition rules
2 people
39
Host the opening round
4 people
40
Referee matches
8 people
41
Keep track of match scores
2 people
42
Replace match balls
2 people
43
Serve drinks
3 people
44
Refill drinks
2 people
45
Serve snacks
3 people
46
Serve sandwiches
3 people
47
Empty trash bins
2 people
48
Check toilets
49
Supervise the final match
4 people
50
Honor the winners
3 people
51
Serve the last round
2 people
52
Collect competition forms
2 people

Aftercare

53
Clear away hockey equipment
4 people
54
Dismantle furniture
4 people
55
Clean up catering
3 people
56
Wash dishes
3 people
57
Collect waste
3 people
58
Clean the venue
4 people
59
Disconnect the sound system
2 people
60
Return materials
2 people
61
Empty and clean coolers
2 people
62
Store leftovers safely
2 people
63
Publish results
64
Return borrowed items
2 people
65
Sort lost and found

What to bring

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

Sports equipment

Hockey sticksqty 24
Hockey ballsqty 40
Training bibsqty 32
Mini goalsqty 8
Goal netsqty 4
Conesqty 40
Marker conesqty 40
Field marking tapeqty 4
Whistlesqty 8
Stopwatchesqty 8
Scoreboardsqty 4
Spare ball bagsqty 4

Furniture

Tablesqty 12
Chairsqty 40
Party tentsqty 3
Bar stoolsqty 6
Changing room benchesqty 8

Catering

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Serving traysqty 6
Groceries

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 4
Folding cratesqty 8
Clipboardsqty 12
Pen setsqty 8
Notice boardsqty 4

Lighting

String lightsqty 6

Decorations

Tournament flagsqty 12
Balloon archesqty 2
Tableclothsqty 12

Safety

First aid kitsqty 2
Ice packsqty 12
Safety vestsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Washing-up tubsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 6

Tips

Reserve the hockey fields before sending invitations, and allow enough space between pitches for tables, changing room benches, party tents and spectator movement. Confirm access times as well as the playing area.
Set a registration deadline at least 7 days before the tournament. Use the final team count to assign teams, create the match schedule and calculate catering quantities; late additions can disrupt all three.
Publish the competition rules with the schedule, including match length, points, substitutions and tie-breakers. Print participant lists and match forms before the day so referees are not relying on phones or handwritten notes.
Assign volunteers to specific jobs and time slots, including check-in, scoreboards, refreshments, equipment and first aid. Plan at least one person for each active station during match periods, with cover for breaks.
Check hockey sticks, balls, bibs, mini goals, nets, cones, whistles and stopwatches the day before. Chill drinks and pick up chilled products close to serving time, while coffee, tea, sandwiches and snacks can be prepared in stages.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start at least 6 to 8 weeks ahead. Confirm the date and reserve the fields first, then open registrations; leave the final 7 days for team assignments, the schedule, volunteer rota and supply checks.
How do I create a field hockey tournament schedule?: Wait until registrations close, then allow about 2 to 3 hours to assign teams and build the schedule. Include a 5 to 10 minute changeover between matches for teams, referees and scorekeeping, and print one copy for each pitch.
How many referees and volunteers do I need for a hockey tournament?: Plan one referee per active pitch per match, plus at least one backup if the day is long. Assign separate volunteers for registration, scoreboards, refreshments and first aid; for a small tournament, 5 to 8 people usually cover these roles.
How much food and drink should I provide at a field hockey tournament?: For drinks, allow 2 to 3 servings per person during the first hour and more for a full-day tournament, especially in warm weather. Plan at least one substantial sandwich or snack portion per participant, then add extra for volunteers and late arrivals.

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