How to organise a field hockey tournament

Start by fixing the date and securing the fields, changing rooms, referees and first-aid cover before inviting teams. Then set the tournament format and rules, build the match schedule and open registration with a clear deadline. In the final weeks, confirm team details, dietary requirements, parking and arrival instructions. On the day, use printed match cards, score sheets and assignments so volunteers and officials always know what happens next.

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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
Book referees
5
Arrange first aid staffing
6
Draw up tournament rules
2 people
7
Create the match schedule
2 people
8
Invite teams
2 people
9
Open registration form
10
Process registrations
11
Collect dietary requirements
12
Check team details
13
Send participant confirmations
14
Send directions
15
Send parking information
16
Schedule volunteers
2 people
17
Print the run sheet
18
Print match cards
19
Print score sheets
20
Print team assignments
21
Make arrows and signs
2 people
22
Create price lists
23
Order medals and cups
24
Order catering
25
Create a music playlist
26
Check the weather forecast
27
Check material stock
2 people
28
Do the shopping
2 people
29
Fill coolers
2 people
30
Set out prizes
31
Prepare team reception
2 people
32
Open the venue
2 people
33
Set up the tents
4 people
34
Set up tables and chairs
4 people
35
Set up the course
4 people
36
Set up goals
4 people
37
Lay out balls and bibs
2 people
38
Set up score tables
2 people
39
Set up the sound system
2 people
40
Build the catering buffet
3 people
41
Chill drinks
2 people
42
Set up first aid table
2 people
43
Set up signage
2 people
44
Set up the registration table
2 people
45
Brief volunteers
2 people

Event

46
Welcome the referees
2 people
47
Register teams
3 people
48
Distribute the match schedule
2 people
49
Give opening briefing
2 people
50
Supervise races
6 people
51
Record scores
2 people
52
Hand out competition whistles
53
Post results
54
Serve catering
3 people
55
Refill drinks
2 people
56
Serve coffee and tea
2 people
57
Empty trash bins
2 people
58
Check toilets
59
Provide first aid
2 people
60
Operate the music
61
Announce breaks
62
Announce finalists
63
Lead the final
4 people
64
Handle prize ceremony
3 people
65
See off teams
2 people

Aftercare

66
Gather competition materials
4 people
67
Take down the sound system
2 people
68
Clean up catering
3 people
69
Clear tables and chairs
4 people
70
Take down tents
4 people
71
Clean the grounds
4 people
72
Clean changing rooms
2 people
73
Dispose of waste
2 people
74
Archive score sheets
75
Publish results
76
Return borrowed materials
2 people
77
Clean coolers
2 people
78
Wash dishes
2 people
79
Store leftovers
2 people
80
Do final venue inspection
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Bar stoolsqty 6
Changing room benchesqty 8
Waste binsqty 8
Clothes racksqty 4

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 30
Spare hockey sticksqty 12
Training bibsqty 40
Conesqty 40
Field marker discsqty 20
Whistlesqty 8
Scoreboardsqty 4
Stopwatchesqty 6
Reserve netsqty 2
Referee cardsqty 12
Medalsqty 30
Tournament cupsqty 3
Fair play award

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 4
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
First aid kit
Cool bagsqty 6
Thermometersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 120
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 20
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 6
Drink dispensersqty 4
Ice packsqty 30

Catering

Chafing dishesqty 4
Serving plattersqty 12
Bread basketsqty 6
Coffee filtersqty 100
Groceries

Decorations

Buntingqty 8
Team flagsqty 8
Tableclothsqty 10
Stage ribbonqty 2
Directional signsqty 12
Prize table sign

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tips

Reserve the fields and changing rooms before announcing the tournament. Allow enough time between matches for teams to leave the pitch, change ends and reset equipment.
Set a registration deadline at least 2–3 weeks before the tournament. Use the final list to check team names, contact details, player information and dietary requirements before sending confirmations.
Create the schedule only after you know the number of teams and available pitches. Print a run sheet, match cards, score sheets and team assignments, and keep a digital copy for last-minute changes.
Confirm referees, first-aid staffing and volunteers no later than 7 days before the event. Give each volunteer a shift, location and specific responsibility instead of relying on general help.
Do a complete equipment and site check the day before. Count balls, sticks, bibs, cones, whistles, stopwatches and scoreboards, and test the sound system, microphone and power connections before teams arrive.

Frequently asked questions

How far in advance should I organise a field hockey tournament?: Start at least 8–12 weeks ahead if you need to book fields, referees, changing rooms and catering. Close team registration around 2–3 weeks before the tournament so there is time to build the schedule and send confirmations.
How many fields do I need for a field hockey tournament?: The number depends on the team count, match length and available tournament hours. As a starting point, schedule the matches on one field first, then compare the total playing time with your available hours before deciding whether a second field is needed.
When should I make the field hockey tournament schedule?: Prepare a draft as soon as registration closes, usually 2–3 weeks before the event. Check team details and special requirements first, then send the final schedule and arrival information at least 5–7 days in advance.
What should I prepare for match day?: Have printed match cards, score sheets, team assignments, rules and a run sheet ready before the first match. Also check the goals, balls, spare sticks, nets, cones, whistles, stopwatches, first-aid cover, signage and power equipment the day before.

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