How to organise a field hockey tournament

Start by fixing the tournament date and confirming a venue with enough competition fields, changing space and parking. Next, decide the match format and rules before inviting teams, opening registration and contacting referees. Once registrations close, check every team’s details, dietary requirements and playing level before creating pools and a match schedule. In the final weeks, confirm first aid cover, volunteers, catering, prizes, shirts and equipment, then send participants one clear information pack.

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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
Confirm venue
3
Reserve competition fields
4
Set tournament rules
2 people
5
Determine the match format
2 people
6
Invite teams
2 people
7
Open registration form
8
Approach sponsors
2 people
9
Contact referees
2 people
10
Arrange first aid coverage
11
Recruit volunteers
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Check team details
2 people
15
Confirm Final Teams
2 people
16
Create the match schedule
2 people
17
Create pool divisions
2 people
18
Publish the match schedule
19
Send participant information
20
Send parking information
21
Order prizes
22
Order match shirts
23
Book catering
24
Check material stock
2 people
25
Order missing materials
26
Make a shopping list
2 people
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Lay out prizes and medals
30
Prepare team registration
2 people
31
Sort program booklets
2 people
32
Check the weather forecast
33
Inspect the site
2 people
34
Set up tournament desk
3 people
35
Mark out fields
4 people
36
Set up goals
4 people
37
Mark off audience sections
3 people
38
Set up tables and chairs
4 people
39
Set up catering point
3 people
40
Set up first aid table
2 people
41
Place waste stations
2 people
42
Set out competition equipment
3 people
43
Set up score tables
2 people
44
Run a sound check
2 people
45
Brief volunteers
3 people
46
Brief the referees
2 people

Event

47
Welcome the teams
4 people
48
Register teams
3 people
49
Designate the team changing area
2 people
50
Give the opening briefing
2 people
51
Supervise the first matches
6 people
52
Record results
2 people
53
Hand out competition whistles
54
Serve coffee and tea
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Collect waste
2 people
58
Staff first aid point
59
Inform the audience
2 people
60
Announce breaks
61
Announce finalists
62
Lead the final
5 people
63
Prepare awards ceremony
3 people
64
Carry out award ceremony
3 people
65
See off teams
3 people

Aftercare

66
Close catering
3 people
67
Gather competition materials
4 people
68
Clear tables and chairs
4 people
69
Dispose of waste
3 people
70
Clean the grounds
4 people
71
Clean the restrooms
2 people
72
Remove decorations
2 people
73
Clean equipment
3 people
74
Return borrowed equipment
2 people
75
Store leftover stock
2 people
76
Archive score sheets
77
Register lost and found items
78
Share participant photos
79
Publish results
80
Send thank-you message
81
Collect sponsorship materials
2 people
82
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 80
Beer tablesqty 8
Changing room benchesqty 12
Clothes racksqty 4
Coat racksqty 4
Coolersqty 6
High tablesqty 6
Parasolsqty 4

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 40
Spare hockey sticksqty 12
Conesqty 40
Marker conesqty 60
Field marking tapeqty 4
Whistlesqty 8
Referee cardsqty 20
Scoreboardsqty 4
Stopwatchesqty 6
Team bibsqty 40
Goalkeeper masksqty 4
Goalkeeper glovesqty 4
Goalkeeper leg guardsqty 4
Shin guardsqty 12
Sports bagsqty 8
First aid kitsqty 2
Ice packsqty 20
Athletic tapeqty 12
Elastic bandagesqty 12
Emergency blanketsqty 8
Hand sanitizerqty 8

Equipment

Laptopqty 2
Tabletsqty 4
Mobile phonesqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile sound system
Microphonesqty 2
Power banksqty 6
Laminator

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pouring jugsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 8
Ice packsqty 24
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Team flagsqty 8
Tournament bannerqty 2
Balloonsqty 100
Tableclothsqty 12
Signs and arrowsqty 20

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the match format before registration opens. State the number of players, pitch size, match length, breaks and tie-break rules so teams know exactly what they are entering.
Do not publish the schedule until final teams are confirmed. Keep a registration deadline, then allow at least 7 days to check team details, create pool divisions and resolve withdrawals.
Book referees and first aid cover early, ideally at least 6 weeks before the tournament. A full match programme may require several referees working in rotation, not just one official per field.
Check equipment stock at least 2 weeks before the event. Count goals, balls, spare sticks, cones, scoreboards, stopwatches, whistles and goalkeeper protection, then order missing items before delivery becomes urgent.
Send the practical information pack 5–7 days before the tournament. Include arrival time, parking, field layout, changing arrangements, match schedule, catering details and what each team must bring.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start at least 8–12 weeks ahead for a small tournament and 4–6 months ahead for a larger one. You need time to reserve fields, invite teams, book referees, arrange first aid, recruit volunteers and order supplies.
How many fields do I need for a field hockey tournament?: The number depends on the match format and timetable. As a starting point, calculate the total number of matches, divide them across available fields and include at least 15 minutes between matches for changeovers and delays.
When should I create the field hockey tournament schedule?: Create the schedule after registration closes and final teams are confirmed, usually 1–2 weeks before the event. Earlier drafts are useful, but publishing too soon creates problems when teams withdraw or details change.
What equipment is easy to forget for a field hockey tournament?: Organisers often remember goals and balls but miss scoreboards, stopwatches, whistles, referee cards, spare sticks and goalkeeper protection. Check and count all equipment at least 2 weeks before the first match.

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