How to organise a field hockey tournament

Start by fixing the date, booking the hockey fields and reserving changing rooms before inviting teams. Build the match schedule around the number of pitches, available playing time and your tournament rules, then book referees early. Keep registration, dietary requirements and team assignments in one place. In the final week, confirm every team, check the weather backup plan and prepare the equipment, food, drinks and printed match documents.

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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
Reserve changing rooms
4
Draw up the match schedule
2 people
5
Set tournament rules
2 people
6
Book referees
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Finalize team assignments
2 people
12
Confirm participants
13
Send the competition schedule
14
Check the weather forecast
15
Confirm backup weather plan
2 people
16
Check the shopping list
2 people
17
Do the shopping
3 people
18
Gather tournament materials
3 people
19
Check prizes and medals
20
Print competition forms
21
Print team lists
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Prepare sandwiches
3 people
25
Check first aid supplies

Event

26
Open venue
2 people
27
Open changing rooms
28
Check the venue and materials
3 people
29
Set up tables and chairs
4 people
30
Set up party tents
4 people
31
Set up the course
3 people
32
Prepare match balls
2 people
33
Set up score tables
2 people
34
Build the catering buffet
3 people
35
Set out coffee and tea
2 people
36
Prepare team registration
2 people
37
Brief the referees
2 people
38
Welcome the teams
3 people
39
Register attendance
2 people
40
Give the tournament briefing
2 people
41
Guide the opening race
4 people
42
Supervise races
8 people
43
Process results
2 people
44
Refill drinks
2 people
45
Serve snacks and lunch
3 people
46
Refill coffee and tea
47
Collect waste
2 people
48
Check changing rooms
2 people
49
Announce finalists
50
Lead the final
4 people
51
Present prizes
3 people
52
Serve the last refreshments
2 people
53
See off teams
3 people

Aftercare

54
Clean up catering
3 people
55
Gather sports equipment
3 people
56
Clear tables and chairs
4 people
57
Take down party tents
4 people
58
Separate and dispose of waste
2 people
59
Wash dishes
3 people
60
Clean changing rooms
2 people
61
Clean the catering area
2 people
62
Leave the site clean
3 people
63
Inventory materials
2 people
64
Return borrowed items
2 people
65
Store leftover groceries
2 people
66
Send results and photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Changing room benchesqty 8
Waste binsqty 6

Sports equipment

Hockey sticksqty 30
Match ballsqty 24
Spare ballsqty 12
Conesqty 40
Marker discsqty 30
Training bibsqty 30
Whistlesqty 8
Scoreboardsqty 4
Game clocksqty 4
Goal netsqty 4
Goalkeeper masksqty 4
Goalkeeper glovesqty 4
Referee cardsqty 8
Captain's armbandsqty 8
Ball bagsqty 4
Water cratesqty 8
Coolersqty 4

Equipment

Megaphonesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Laptopsqty 2
Tabletsqty 2
Label printer

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 50
Water jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4
Refrigerated display casesqty 2

Decorations

Team table signsqty 12
Directional signsqty 12
Stage ribbons
Tableclothsqty 8
Trophiesqty 3
Medalsqty 60
Participant certificatesqty 60

Cleaning

Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 6

Safety

First aid kitsqty 2
Ice packsqty 12
Safety vestsqty 8
Flashlightsqty 4

Catering

Groceries

Tips

Reserve the fields, changing rooms and referees before opening registration. Once you know how many pitches and officials you have, you can set a realistic match schedule instead of changing it after teams sign up.
Set a registration deadline at least 7 days before the tournament. Use the final list to confirm teams, collect dietary requirements and print team lists, competition forms and the schedule.
Allow time between matches for teams to leave the pitch and the next game to start. Prepare spare balls, cones, marker discs, bibs, whistles, scoreboards and game clocks together so delays do not come from missing equipment.
Check the weather forecast 48 hours before the tournament and confirm the backup plan at the same time. Party tents, tables, chairs, waste bins and changing-room arrangements are easy to overlook when the focus stays on the pitches.
Prepare cold drinks, snacks and sandwiches before the first match, and check first-aid supplies on the day before setup. Put water crates and coolers where teams can reach them without blocking the changing rooms or spectator areas.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Book the fields, changing rooms and referees at least 8 to 12 weeks ahead. Open registration once the date, venue and basic tournament format are confirmed, then close it about 7 days before the event.
How do I make a field hockey tournament schedule?: List the teams, available pitches, match length and turnaround time before drawing the schedule. Finish the first version at least 2 weeks ahead, and send the confirmed competition schedule after registrations close.
What should I prepare the day before a field hockey tournament?: Print the team lists, competition forms and schedule, check prizes and medals, chill the drinks, prepare food and gather the sports equipment. Complete a final first-aid and weather-plan check no later than the evening before.
How much water and food do I need for a field hockey tournament?: Plan at least 1 litre of water per participant for a half-day tournament, with extra for warm weather. Prepare one snack and one sandwich per participant, then add a small reserve for referees, volunteers and late arrivals.

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