How to organise a walking football tournament

A walking football tournament runs smoothly when the competition format, venue and player numbers are fixed before you open registration. Start by confirming the field layout and match duration, then invite teams and build the schedule around the final entries. In the last week, focus on referee cover, equipment checks, printed documents and food. The details most often missed are dietary requirements, charging cables, route signs and enough time at the registration desk.

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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 sports venue
2
Confirm the field layout
3
Invite teams
2 people
4
Open the registration form
5
Process registrations
2 people
6
Collect dietary requirements
7
Send tournament rules
8
Create the match schedule
2 people
9
Schedule referees
10
Publish the match schedule
11
Check contact details
12
Order prizes
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Pick up borrowed equipment
2 people
16
Print competition forms
17
Print participant lists
18
Prepare route signs
2 people
19
Set out prizes and medals
20
Check sports equipment
2 people
21
Charge equipment
22
Wash reusable tableware
2 people
23
Receive deliveries
2 people
24
Chill drinks
2 people
25
Prepare sandwiches
3 people
26
Set out fruit and snacks
2 people
27
Prepare coffee station
2 people

Event

28
Open and inspect venue
2 people
29
Set up tables and chairs
4 people
30
Build party tents
4 people
31
Set up soccer fields
4 people
32
Set up goals and nets
4 people
33
Set up competition table
2 people
34
Set up the registration table
2 people
35
Hang up signage
2 people
36
Connect the sound system
2 people
37
Prepare first aid supplies
38
Brief the referees
2 people
39
Register teams
3 people
40
Opening and introduction
2 people
41
Supervise races
6 people
42
Process results
2 people
43
Refill drinks
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Serve sandwiches
3 people
47
Collect waste during the event
2 people
48
Supervise the final match
4 people
49
Present prizes
3 people
50
See participants off
2 people

Aftercare

51
Gather sports equipment
4 people
52
Clear up the fields
4 people
53
Take down tables and chairs
4 people
54
Take down party tents
4 people
55
Wash dishes and kitchen equipment
3 people
56
Dispose of waste
2 people
57
Clean the venue
4 people
58
Switch off equipment
2 people
59
Inventory materials
2 people
60
Return borrowed equipment
2 people
61
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 80
Benchesqty 6
Registration desk

Sports equipment

Walking footballsqty 10
Mini goalsqty 4
Goal netsqty 4
Conesqty 50
Field markingsqty 40
Training bibsqty 50
Referee whistlesqty 6
Stopwatchesqty 4
Ball netqty 2
Football pumpqty 2
Ball pressure gauge
Portable scoreboardsqty 4
First aid kit
Ice packsqty 12

Equipment

Laptop
Tabletsqty 2
Printer
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Charging cablesqty 6

Tableware

Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Water jugsqty 8
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Ice packsqty 16

Decorations

Tournament banner
Team table signsqty 12
Directional signsqty 8

Lighting

LED work lightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the sports venue before inviting teams, and confirm how many pitches, changing areas and tables are available. Allow at least 30 minutes before the first match for setup and registration.
Set a registration deadline several days before the tournament. Use the final team list to create the match schedule, check contact details and send the rules before publishing the fixtures.
Schedule referees for every match rather than relying on volunteers to fill gaps on the day. Keep spare whistles, stopwatches and printed competition forms at the registration desk.
Test every ball, mini goal, net, scoreboard and field marking before participants arrive. Charge the laptop, tablets, speaker and microphone overnight, and pack the correct cables and extension cords together.
Prepare food and drinks according to the confirmed headcount, including dietary requirements. Chill drinks in advance, prepare sandwiches close to serving time and set out reusable cups, plates and cutlery where players can find them.

Frequently asked questions

How far in advance should I organise a walking football tournament?: Book the venue and confirm the tournament format at least 8 weeks ahead. Open registration once the date, pitch layout and basic rules are fixed, then close entries several days before the event so you can produce a reliable schedule.
How long should a walking football tournament last?: Allow roughly 4 to 6 hours for a tournament with several teams, including registration, breaks and the presentation. Add at least 30 minutes before the first game for setup and keep a short buffer between matches for results and pitch changes.
When should I create the walking football tournament schedule?: Create the schedule after registration closes and team details have been checked, usually 3 to 5 days before the tournament. Publish it before the event and print spare copies for the registration desk and referees.
What equipment do I need for a walking football tournament?: Plan the playing equipment first: walking footballs, mini goals, nets, cones, field markings, bibs, whistles and stopwatches. Also prepare scoreboards, a pump, a pressure gauge, registration equipment, power supplies and charged devices at least one day before the tournament.

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