How to organise a G tournament without last-minute problems

Start by fixing the tournament date and venue, then build the event around the number of participating teams. Registration details determine the match schedule, referee needs, changing-room use and catering quantities. Work backwards from match day: confirm supervision and volunteers, prepare team and match paperwork, then check equipment and food separately. The details most often missed are dietary requirements, parking instructions, spare footballs, power access and enough time to chill drinks and set up the tournament kits.

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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
Invite participating teams
2 people
3
Publish registration form
4
Process registrations
2 people
5
Collect dietary requirements
6
Check team details
2 people
7
Draw up the match schedule
2 people
8
Book referees
9
Assign volunteers
2 people
10
Reserve venue
11
Reserve changing rooms
12
Confirm match supervision
13
Send parking information
14
Send tournament information
15
Print participant list
16
Print match forms
17
Prepare certificates
2 people
18
Order groceries
19
Check sports equipment
2 people
20
Check first aid supplies
21
Pick up groceries
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Portion the catering
2 people
25
Assemble tournament kits
2 people
26
Set out the field layout
4 people
27
Set up goals
4 people
28
Check the field lines
2 people
29
Set up tables and chairs
4 people
30
Set up the reception desk
2 people
31
Set up the catering counter
3 people
32
Check changing rooms
2 people
33
Set up signage
2 people
34
Test sound
2 people
35
Lay out tournament materials
2 people
36
Brief volunteers
3 people
37
Brief the referees
2 people

Event

38
Staff the reception desk
2 people
39
Register teams
3 people
40
Receive team leaders
2 people
41
Explain the match schedule
42
Handle the opening
2 people
43
Supervise races
6 people
44
Keep track of match scores
2 people
45
Announce match times
46
Move the ball carts
2 people
47
Check water stations
2 people
48
Refill drinks
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
3 people
51
Distribute meals
4 people
52
Keep diet meals separate
53
Empty trash bins
2 people
54
Check toilets
2 people
55
Check final standings
2 people
56
Present prizes
3 people
57
Announce the closing
58
See participants off
3 people

Aftercare

59
Collect tableware
3 people
60
Clean the kitchen
3 people
61
Clear up the fields
4 people
62
Gather sports equipment
3 people
63
Clear tables and chairs
4 people
64
Check changing rooms
2 people
65
Collect waste
3 people
66
Clean the venue
4 people
67
Store Materials Safely
3 people
68
Return borrowed items
2 people
69
Clear away leftover food
2 people
70
Register lost property
71
Inform participants about lost and found items
72
Share photos with participants
73
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Team tablesqty 8
Benchesqty 12
Party tentsqty 2
Coat racksqty 4

Sports equipment

Footballsqty 16
Reserve footballsqty 4
Mini goalsqty 8
Conesqty 60
Field marking conesqty 40
Protection netsqty 4
Spare vestsqty 40
Captain's armbandsqty 8
Whistlesqty 8
Stopwatchesqty 4
Scoreboardsqty 4
Game clocksqty 4
Ball netsqty 4
Pumpsqty 3
Spare ball needlesqty 10
Training ladderqty 2
Changing room hangersqty 80

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Payment terminalsqty 2
Rechargeable power banksqty 4

Tableware

Reusable drinking cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 60
Serving spoonsqty 12
Serving plattersqty 16
Serving jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Serving tongsqty 8
Ice packsqty 20

Decorations

Tournament banner coversqty 4
Buntingqty 8
Team table signsqty 8
Welcome sign
Pen holdersqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Dish brushesqty 4
Tea towelsqty 12
Toilet brushesqty 4
Hand soap dispensersqty 4
First aid kitsqty 2
Disposable washclothsqty 100

Catering

Groceries

Paper goods

Participant listsqty 10
Competition formsqty 80
Program bookletsqty 120
Pensqty 30
Waterproof markersqty 12
Clipboardsqty 12
Certificatesqty 120
Prizesqty 8
Score cardsqty 20
Wristbandsqty 150
Name stickersqty 150
Directional signsqty 12
Registration formsqty 30

Safety

Cold packsqty 12
Emergency blanketsqty 6
Safety vestsqty 12
Flashlightsqty 6
Emergency blanketsqty 4
Barrier tapeqty 4
Cable traysqty 20
Non-slip matsqty 8

Tips

Close registrations early enough to check every team’s details and dietary requirements before drawing up the match schedule. Allow at least 7 days between the registration deadline and the tournament so corrections do not disrupt the fixtures.
Create the match schedule only after confirming the number of teams, available pitches and match supervision. Share the schedule and parking information at least 3 days before the tournament, including arrival and changing-room details.
Assign volunteers to specific jobs and time slots rather than asking for general help. You need clear cover for reception, match forms, scoreboards, changing rooms, catering and first aid from setup through the final match.
Check sports equipment the day before, including footballs, reserve footballs, mini goals, cones, whistles, stopwatches, scoreboards and spare ball needles. Test the portable sound system, microphones, extension cords and power strips before teams arrive.
Plan food and drinks by service time, not just by shopping list. Pick up groceries early enough to chill drinks, prepare snacks and portion catering before the first matches; keep certificates, participant lists and match forms together at the registration table.

Frequently asked questions

How far in advance should I organise a G tournament?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Open registration early enough to confirm teams, then leave a minimum of 7 days after registration closes for the draw, staffing and final information.
When should I make the G tournament schedule?: Make the schedule after registrations are checked and the venue, referees and supervision are confirmed. Aim to send the final fixtures to teams at least 3 days before the tournament.
How many volunteers do I need for a G tournament?: Plan one named volunteer for each active function, including reception, match administration, supervision, changing rooms, catering and first aid. For a small tournament, assign at least 5 to 6 people and add cover for breaks.
What should I check the day before a G tournament?: Check the equipment, first aid supplies, paperwork and venue setup the day before. Also test sound and power, confirm referees and volunteers, and make sure drinks can be chilled and catering prepared before arrival.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.