How to organise a paintball tournament

A paintball tournament needs more than a field and enough paint. Start by fixing the match format, team size, rules and safety requirements before you invite anyone. Then secure the field, referees, equipment and catering, while registrations give you the numbers for team assignments and the match schedule. In the final week, prepare consent forms, competition cards, participant folders and a weather plan so check-in and the first match can start on time.

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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 format and rules
2 people
2
Reserve the paintball field
3
Reserve catering and drinks
4
Book referees
5
Send invitations
2 people
6
Process registrations
2 people
7
Track team assignments
8
Collect dietary requirements
9
Collect participant fees
10
Send participant information
11
Draw up the match schedule
2 people
12
Write safety instructions
2 people
13
Prepare consent forms
14
Order prizes and medals
15
Reserve paintball equipment
16
Check the weather forecast
17
Create final participant list
18
Confirm deliveries and reservations
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Print competition cards
23
Print consent forms
24
Assemble participant folders
2 people
25
Lay out prizes and medals
26
Transport materials to the venue
3 people
27
Inspect the grounds and playing fields
3 people
28
Build party tents
4 people
29
Set up tables and chairs
3 people
30
Set up registration desk
2 people
31
Set up the catering buffet
3 people
32
Set up paintball equipment
4 people
33
Place safety signs
2 people
34
Check first aid and safety supplies
2 people
35
Hold referee briefing
4 people

Event

36
Open registration desk
3 people
37
Collect consent forms
2 people
38
Give welcome briefing
2 people
39
Distribute protective gear
4 people
40
Give safety instructions
3 people
41
Guide the preliminary round
6 people
42
Serve drinks and snacks
3 people
43
Refill drinks
2 people
44
Process the competition standings
2 people
45
Serve lunch and dinner
4 people
46
Guide the quarterfinals
6 people
47
Guide the semifinals
6 people
48
Lead the final
6 people
49
Honor the winners
3 people
50
Carry out departure and equipment check
3 people

Aftercare

51
Collect waste
4 people
52
Clear up catering and kitchen
3 people
53
Clean the grounds
4 people
54
Dismantle tents, tables and chairs
4 people
55
Clean paintball equipment
3 people
56
Clean tableware and coolers
2 people
57
Return borrowed equipment
2 people
58
Store leftover stock
2 people
59
Process invoices and deposits
60
Send a thank-you message to participants

What to bring

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

Sports equipment

Paintball markersqty 40
Paintball masksqty 40
Chest and back protectorsqty 40
Paintball suitsqty 40
Paintball pelletsqty 24000
Compressed air cylindersqty 40
Refill stationqty 2
Referee vestsqty 8
Team ribbonsqty 8
Field marking tapeqty 4
Competition whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 4
Scorecardsqty 100
Conesqty 40
Training ballsqty 6
Backup visorsqty 6

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
Foldable tablesqty 3

Equipment

Coolersqty 6
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Walkie-talkiesqty 8
Printer
Payment terminal

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Serving plattersqty 8
Food warmersqty 4

Cleaning

Waste binsqty 8
Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 3
Rubber glovesqty 6
First aid kitsqty 2
Ice packsqty 20

Decorations

Team flagsqty 8
Stage ribbonsqty 2
Start and finish signsqty 2

Catering

Groceries

Tips

Set the format before sending invitations: decide the number of teams, players per team, match length, scoring method and breaks. Build the schedule around the field’s usable playing areas and the referee team you can book.
Reserve the field, referees and equipment before collecting registrations. Confirm that you have enough markers, masks, protective gear, paint, compressed air and backup visors for the final participant count, not just the expected number.
Close registrations early enough to assign teams and collect dietary requirements. Send the final participant information at least 3 days before the tournament, including arrival time, clothing guidance, safety rules and what happens if someone arrives late.
Prepare the paperwork and scoring materials together. Print consent forms, competition cards and scorecards, then assemble participant folders before event day; keep spare copies because missing signatures can delay check-in.
Use the final 24 hours for confirmation rather than planning. Check the weather forecast, confirm deliveries and reservations, chill the drinks, test the microphone and walkie-talkies, and lay out prizes, medals and scoreboards before players arrive.

Frequently asked questions

How far in advance should I organise a paintball tournament?: Start planning at least 6 to 8 weeks ahead. Reserve the field, referees, catering and equipment first, then allow the final 7 days for team assignments, paperwork, deliveries and weather checks.
How many referees do I need for a paintball tournament?: Use at least 1 lead referee for the tournament and 1 field referee for each active playing area. If matches run simultaneously, book enough referees to monitor every field without leaving one area unsupervised.
When should I close registration for a paintball tournament?: Close registration 7 days before the event if possible. That gives you time to collect fees and dietary requirements, create balanced teams, print participant folders and publish the match schedule at least 3 days in advance.
What should I do if rain is forecast for the tournament?: Check the forecast 48 hours before the event and again on the morning itself. Confirm the field’s cancellation or postponement deadline, then tell participants the decision and prepare covered areas for check-in, food and equipment.

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.