How to organise a rugby tournament

Start with the date, pitch and tournament format, then build the day backwards from the first kick-off. You need time to secure changing rooms, referees and team registrations before creating the fixture schedule. The final week is for confirming teams, checking equipment and sending practical information. On match day, a clearly staffed tournament desk, marked pitches, working goalposts and filled coolers prevent most avoidable delays.

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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 and field
2 people
2
Reserve changing rooms
3
Set tournament rules
2 people
4
Send invitations
2 people
5
Open registration form
6
Book referees
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm team assignments
2 people
10
Create the match schedule
2 people
11
Send the schedule to teams
12
Order prizes and medals
13
Assign volunteers
2 people
14
Check the weather forecast
15
Send final team information
16
Do the shopping
3 people
17
Check sports equipment
2 people
18
Lay out prizes
19
Fill coolers
2 people
20
Set up the tournament desk
2 people
21
Set up party tents
4 people
22
Set up tables and chairs
4 people
23
Mark out the field lines
3 people
24
Set up the goalposts and flags
4 people
25
Inflate match balls
2 people
26
Set up changing rooms
2 people
27
Set up the first aid station
2 people
28
Prepare catering
3 people
29
Chill drinks
2 people
30
Prepare match forms
31
Brief volunteers
3 people

Event

32
Welcome the teams
3 people
33
Register teams
2 people
34
Open tournament
2 people
35
Supervise races
6 people
36
Keep track of match scores
2 people
37
Serve drinks
3 people
38
Refill drinks
2 people
39
Serve snacks and sandwiches
3 people
40
Empty trash bins
2 people
41
Check toilets
42
Supervise the final match
4 people
43
Honor the winners
2 people
44
Serve the last refreshments
2 people
45
Collect lost items
2 people

Aftercare

46
Gather sports equipment
4 people
47
Take down tents and furniture
5 people
48
Wash the dishes and kitchenware
3 people
49
Sort and remove waste
3 people
50
Clean the field and locker rooms
4 people
51
Return reservation materials
2 people
52
Store leftover stock
2 people
53
Return lost property
54
Send results to teams

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 40
Changing room benchesqty 12

Sports equipment

Rugby ballsqty 12
Conesqty 60
Field marking tapeqty 4
Field markersqty 2
Goalpostsqty 4
Flagpolesqty 12
Training bibsqty 40
Whistlesqty 8
Stopwatchesqty 4
Ball pumpqty 2
Spare valvesqty 20

Equipment

Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Mobile phone chargersqty 4
Megaphone
Coolersqty 6
Food warmersqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Pliersqty 4
Thermos flasksqty 4
Kettlesqty 2

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Safety

First aid kitsqty 2
Cold packsqty 20
Athletic tapeqty 12
Disposable glovesqty 100

Decorations

Tournament banner
Team table numbersqty 8
Directional signsqty 8

Office

Competition formsqty 100
Clipboardsqty 8
Ballpoint pensqty 24
Waterproof markersqty 12
Tapeqty 6
Price listsqty 8
Medalsqty 120
Winner's cupsqty 3

Tips

Set the date and field before opening registration. Reserve changing rooms at the same time, because teams need arrival, changing and warm-up space before the first match.
Open registration with a firm closing date, ideally 10–14 days before the tournament. Use the final list to confirm team assignments, collect dietary requirements and create the schedule.
Book referees as soon as the date is fixed, then assign volunteers to the tournament desk, pitch support, refreshments and team questions. One person should own the running order and time changes.
Send the fixture schedule and final team information at least 3 days before kick-off. Include arrival time, changing-room arrangements, rules, pitch details and what teams need to bring.
Complete the physical setup before teams arrive: mark the field, assemble goalposts and flags, inflate match balls, position cones and prepare the desk. Check the weather forecast 48 hours before and decide when tents, tables and coolers must be moved or added.

Frequently asked questions

How far in advance should I organise a rugby tournament?: Set the date and reserve the field and changing rooms at least 8 weeks ahead. Book referees and open registration early enough to close entries 10–14 days before the event.
When should I create the rugby tournament schedule?: Create it after registrations close and team assignments are confirmed, usually 7–10 days before match day. Send the finished schedule to teams at least 3 days before kick-off.
How many referees and volunteers do I need for a rugby tournament?: Arrange at least one referee for every match running at the same time, plus a reserve if possible. For a small tournament, plan on 1 tournament-desk lead and 2–4 additional volunteers for pitches, refreshments and team support.
What should I check the day before a rugby tournament?: Check the forecast, field markings, goalposts, flags, match balls, whistles, stopwatches and the pump, including spare valves. Also confirm food, coolers, power supplies, changing rooms and the arrival time of referees and volunteers.

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.