How to organise a hockey camp from start to finish

A hockey camp needs more than a booked field and a set of drills. Start by securing the field, clubhouse, coaches and supervisors, then build your registration and safety information around the number of participants. In the final week, confirm teams, training plans, dietary requirements, equipment and weather arrangements. On the day, keep registration, water, first aid and field setup ready before players arrive. The complete plan below covers 63 tasks and 47 items in a practical order.

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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
Reserve the hockey field
2
Reserve clubhouse
3
Confirm coaches and supervisors
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect consent forms
2 people
7
Check emergency contacts
2 people
8
Collect dietary requirements
9
Assign teams
2 people
10
Print training program
11
Print participant list
12
Check the weather forecast
13
Do the shopping
3 people
14
Check hockey equipment
2 people
15
Check first aid supplies
16
Fill coolers
2 people
17
Prepare meal
4 people
18
Prepare participant details
19
Check the fields and goals
2 people
20
Set up hockey equipment
3 people
21
Set up the registration desk
2 people
22
Set up tables and chairs
3 people
23
Set up the dining area
3 people
24
Chill drinks
2 people
25
Hang decorations
2 people
26
Test Sound System
27
Set up the welcome desk
2 people
28
Brief chaperones
3 people

Event

29
Receive participants
4 people
30
Register attendance
2 people
31
Hand out wristbands
2 people
32
Explain the hockey rules
2 people
33
Lead the warm-up
3 people
34
Lead technical training
5 people
35
Lead the water break
3 people
36
Support form groups
5 people
37
Hand out fruit and snacks
3 people
38
Refill drinks
2 people
39
Explain the evening game
2 people
40
Supervise the evening game
5 people
41
Set up the dinner buffet
4 people
42
Serve dinner
5 people
43
Serve diet meals
2 people
44
Refill drinks
2 people
45
Prepare awards ceremony
2 people
46
Handle prize ceremony
3 people
47
Lead the final cool-down
3 people
48
Ensure participants leave safely
4 people
49
Collect lost property

Aftercare

50
Collect hockey equipment
3 people
51
Clear goals and field
3 people
52
Wash dishes
3 people
53
Clean the dining area
3 people
54
Collect waste
2 people
55
Empty and clean coolers
2 people
56
Remove decorations
2 people
57
Clear away music equipment
58
Conduct the final venue check
2 people
59
Return materials
2 people
60
Return borrowed items
2 people
61
Store leftover food
2 people
62
Inform parents about found items
63
Share photos securely

What to bring

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

Furniture

Folding tablesqty 8
Chairsqty 50
Registration desk
Waste binsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 6

Sports equipment

Hockey sticksqty 50
Hockey ballsqty 60
Conesqty 40
Marker discsqty 30
Low training hurdlesqty 12
Coordination laddersqty 4
Mini goalsqty 8
Team bibsqty 50
Whistlesqty 6
Scoreboardqty 2
Stopwatchqty 4
Water cratesqty 6
Water bottlesqty 50
Training matsqty 10
Prizes and medalsqty 50

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Kitchen

Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Storage binsqty 12
Thermos flasksqty 4
Coolersqty 6

Decorations

Team flagsqty 8
Balloonsqty 50
Tableclothsqty 8
Name stickersqty 60

Lighting

LED lampsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 3

Safety

First aid kitsqty 2
Ice packsqty 8
Sunscreen dispensersqty 3

Catering

Groceries

Tips

Set a registration deadline early enough to review consent forms, emergency contacts and dietary requirements before assigning teams. Keep a small list of incomplete registrations so no player arrives without essential information.
Confirm coaches and supervisors before sending invitations. Use the expected participant count to check that every training group has an assigned adult and that someone is available to handle registration or an incident.
Print the training programme and participant list before event day, and keep a spare copy at the registration desk. Digital files are useful, but they do not help if the clubhouse has no reliable connection or a device runs out of power.
Check hockey equipment by function, not just by item count: test sticks, balls, goals, cones, bibs, whistles and timing equipment during setup. Prepare water crates and bottles before the first session, rather than waiting for players to ask.
Recheck the weather forecast on the final day and on the morning itself. Inspect the fields and goals before setting up, and decide in advance how meals, drinks and the timetable will be handled if conditions delay outdoor training.

Frequently asked questions

How far in advance should I organise a hockey camp?: Start booking the field, clubhouse, coaches and supervisors at least 8 to 12 weeks ahead. Set the registration deadline no later than 10 to 14 days before camp day so you have time to collect forms, check contacts and assign teams.
What information should I collect when registering players for a hockey camp?: Collect the participant’s name, emergency contact details, consent form and dietary requirements. Close the list at least 7 days before the camp, then prepare the participant details and team assignments from one final version.
How do I prepare the hockey equipment for camp day?: Check the equipment 1 to 2 days beforehand and count the items needed for each training group. On the morning, set out sticks, balls, cones, marker discs, bibs, goals and timing equipment before registration opens, with spare equipment kept nearby.
What should I do on the morning of a hockey camp?: Arrive about 90 minutes before participants to inspect the fields and goals, set up the registration desk, arrange the training equipment and chill or fill drinks. Complete the dining-area setup and first-aid check before the first group starts.

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