How to organise a hockey club open day

Start by fixing the date and building the programme around short hockey clinics, matches and time for visitors to ask questions. Then open registration early, so you can estimate attendance, dietary requirements, catering and volunteer numbers instead of guessing. The final week is for checking equipment, confirming bookings, printing lists and preparing signs. On the day, keep registration, sports activities, food and first aid clearly separated so families know where to go.

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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 the date and program
2 people
2
Inform the club board
3
Send invitations
2 people
4
Post promotion on social media
5
Hang posters
2 people
6
Open the registration form
7
Plan hockey clinics
2 people
8
Contact trainers and supervisors
2 people
9
Create the match schedule
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Make a bouncy castle reservation
13
Book the sound system
14
Calculate catering quantities
2 people
15
Assign volunteers
2 people
16
Sort vests and shirts
2 people
17
Check sports equipment
2 people
18
Check first aid supplies
19
Check permits and notifications
20
Do the shopping
3 people
21
Chill the drinks
2 people
22
Prepare snacks
4 people
23
Print registration lists
24
Create route and information signs
2 people
25
Check the weather forecast
26
Check the venue for safety
2 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Build the catering buffet
4 people
31
Fill coolers
2 people
32
Set up a coffee and tea station
2 people
33
Set out the hockey fields
3 people
34
Set up sports stations
4 people
35
Set up the bouncy castle
3 people
36
Test sound system
2 people
37
Hang decorations
3 people
38
Place waste stations
2 people
39
Set up the first aid station
2 people
40
Brief volunteers
3 people

Event

41
Staff the registration desk
2 people
42
Welcome visitors
2 people
43
Give the opening speech
44
Give a hockey explanation
3 people
45
Supervise hockey clinics
6 people
46
Supervise youth matches
4 people
47
Guide sports stations
5 people
48
Supervise the bouncy castle
2 people
49
Provide club information
2 people
50
Take photos
51
Serve snacks
3 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Refill coffee and tea
2 people
55
Empty trash bins
2 people
56
Check toilets periodically
2 people
57
Announce evening program
58
Provide music
59
Provide the last drink round
3 people
60
Wave goodbye to visitors
2 people

Aftercare

61
Gather sports equipment
4 people
62
Take down the sound system
2 people
63
Take down the bouncy castle
3 people
64
Clean up the buffet and kitchen
4 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clear tables and chairs
4 people
68
Take down party tents
4 people
69
Clean the grounds
4 people
70
Clean the restrooms
2 people
71
Return materials
2 people
72
Return borrowed items
2 people
73
Store leftover stock
2 people
74
Register lost and found items

What to bring

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

Furniture

Party tentqty 3
Folding tableqty 10
Folding chairqty 80
Beer table setqty 6
Buffet tableqty 4
Registration desk
Coat rackqty 2

Tableware

Reusable plateqty 180
Reusable bowlqty 80
Reusable glassqty 220
Coffee cupqty 80
Tea glassqty 60
Cutlery setqty 180
Serving platterqty 20
Serving tongsqty 12

Kitchen

Coffee makerqty 2
Kettleqty 2
Insulated carafeqty 4
Cutting boardqty 4
Chef's knifeqty 4
Cool boxqty 6
Ice cube trayqty 8
Thermosqty 4

Equipment

Sound system
Microphoneqty 2
Extension cordqty 6
Power stripqty 6
Rechargeable walkie-talkieqty 6

Sports equipment

Youth hockey stickqty 30
Senior hockey stickqty 20
Hockey ballqty 50
Marker coneqty 40
Marker coneqty 60
Mini hockey goalqty 8
Hockey goalqty 4
Practice ladderqty 4
Training vestqty 40
Goalkeeper gearqty 4
Scoreboardqty 2
Whistleqty 8
Ball netqty 6
Inflatable bouncy castle
Korfbalt basketqty 2
Crash matqty 6

Decorations

Club flagqty 12
Balloonsqty 150
Balloon archqty 2
Table runnerqty 12
Menu Boardqty 6
Arrow signqty 10
Name stickerqty 200
Wristbandqty 200

Lighting

LED light garlandqty 6
LED lampqty 8

Cleaning

Waste binqty 10
Hand brush and dustpanqty 3
Mop setqty 2
Toilet brushqty 4
Soap dispenserqty 6
Towel dispenserqty 4

Catering

Groceries

Tips

Set the date and programme before promoting the open day. Allow at least 6–8 weeks for invitations, posters, social media promotion and registration responses.
Open the registration form as soon as the programme is ready. Close or review it 7 days before the event so you can process registrations, collect dietary requirements and print accurate lists.
Plan clinics and matches in separate time blocks, with a named trainer or supervisor for each block. Leave at least 10 minutes between activities for changing groups and resolving delays.
Count catering from the registration total, not from the club’s usual attendance. Chill drinks the day before, prepare snacks in advance and keep a separate table for serving food and drinks.
Do a final site check 24–48 hours beforehand: test the sound system and microphone, check sticks and first aid supplies, confirm power and extension cords, review the weather forecast and put route signs where visitors will see them.

Frequently asked questions

How far in advance should you plan a hockey club open day?: Start at least 6–8 weeks before the event. That gives you time to notify the club board, book the bouncy castle and sound system, recruit volunteers, promote the day and process registrations.
When should registration close for a hockey open day?: Close registration or make the final count about 7 days before the open day. Use that number for catering quantities, dietary requirements, volunteer allocation and printed registration lists.
How many volunteers do you need for a hockey club open day?: Assign at least one responsible person to registration, each active hockey area, catering, first aid and general coordination. For a small open day, start with 6–8 volunteers and add more when several clinics run at the same time.
What should you check the day before a hockey club open day?: Check the weather forecast, sports equipment, first aid supplies, bookings, sound system, power connections and printed signs 24–48 hours beforehand. Chill drinks the day before and prepare snacks early enough to avoid a queue at opening time.

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