How to organise a walking football tournament

A walking football tournament runs smoothly when the match schedule, pitch bookings and team numbers are settled before you order food or equipment. Start by fixing the date, reserving the fields and changing rooms, then open registration and contact referees and first aid support. Once registrations close, confirm team assignments, build the schedule and send the rules and practical information. The final week is for checking materials, catering, weather and the backup field plan.

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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
2 people
2
Reserve football fields
3
Reserve changing rooms
4
Draw up the match schedule
2 people
5
Invite teams
2 people
6
Open registration form
7
Send invitations
2 people
8
Contact referees
9
Contact the first aid attendant
10
Make catering arrangements
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Confirm team assignments
2 people
14
Send participant information
2 people
15
Send competition rules
16
Order prizes
17
Assign volunteers
2 people
18
Check the shopping list
2 people
19
Check tournament materials
2 people
20
Check the weather forecast
21
Create an alternative field plan
2 people
22
Confirm participant numbers
2 people
23
Do the shopping
3 people
24
Collect prizes and medals
25
Chill drinks
2 people
26
Prepare lunch packages
3 people
27
Print competition forms
28
Label team tables
2 people
29
Pick up venue keys
30
Inspect the site
2 people
31
Open changing rooms
32
Mark out fields
4 people
33
Prepare match balls
2 people
34
Set up the reception desk
2 people
35
Build the catering buffet
3 people
36
Set up seating
3 people
37
Prepare registration materials
2 people
38
Prepare first aid supplies
39
Test audio and microphone
2 people
40
Brief volunteers
3 people
41
Brief the referees
2 people

Event

42
Register teams
4 people
43
Receive participants
3 people
44
Open tournament
2 people
45
Guide teams to the fields
2 people
46
Supervise races
8 people
47
Keep track of match scores
2 people
48
Refill drinks
2 people
49
Restock fruit and snacks
2 people
50
Check rest area
51
Record injuries
52
Announce interim results
53
Guide the finals
6 people
54
Open the buffet
3 people
55
Serve the buffet
4 people
56
Collect tableware
2 people
57
Wash dishes
3 people
58
Prepare awards ceremony
2 people
59
Handle prize ceremony
3 people
60
See off guests and manage departure
3 people

Aftercare

61
Gather competition materials
4 people
62
Clear the fields
4 people
63
Dismantle furniture
4 people
64
Clean up catering
3 people
65
Collect waste
3 people
66
Clean changing rooms
2 people
67
Check toilets
2 people
68
Leave venue clean
3 people
69
Return materials
2 people
70
Return borrowed items
2 people
71
Store leftover stock
2 people
72
Publish results
73
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 100
Beer tablesqty 8
Bar stoolsqty 8
Tableclothsqty 12

Sports equipment

Walking footballsqty 12
Conesqty 60
Marker conesqty 80
Mini goalsqty 8
Field marking tapeqty 4
Referee whistlesqty 8
Referee vestsqty 8
Training bibsqty 40
Ball netsqty 4
Game clocksqty 4
Scoreboardsqty 4
Water cratesqty 8
Team bibsqty 80
Reserve footballsqty 4
Scorecard holdersqty 4
Clipboardsqty 8
Pensqty 30
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 6
Cooling spraysqty 4
Athletic tapeqty 8
Kinesiology tapeqty 4
Towelsqty 20
Spare vestsqty 20

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Hot drink urnsqty 4
Coffee machinesqty 2
Kettlesqty 2
Bain-marie traysqty 4
Water dispensersqty 4
Stopwatchesqty 4
Power banksqty 4

Catering

Groceries

Tableware

Coffee cupsqty 120
Glassesqty 150
Coffee spoonsqty 120
Serving utensilsqty 20
Serving plattersqty 20
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 10
Pliersqty 8
Measuring cupsqty 4
Coolersqty 6
Thermos flasksqty 6

Decorations

Stage signsqty 3
Team name signsqty 8
Arrow signsqty 20
Prize table
Cupsqty 3
Medalsqty 80
Certificatesqty 80
Name stickersqty 120

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cartsqty 2
Toilet brushesqty 4

Tips

Set the tournament date only after checking pitch and changing-room availability. Allow time between matches for substitutions, results and teams moving between fields, rather than scheduling games back to back.
Close team registration before drawing up the schedule. Use the confirmed number of teams to decide match groups, pitch use and how many bibs, balls, cones, mini goals and scoreboards are needed.
Send participants the schedule, competition rules, arrival time, parking or access details and catering questions at least 7 days before the tournament. Collect dietary requirements before placing the grocery order.
Assign volunteers to specific jobs and time slots, including registration, scorekeeping, equipment checks, refreshments and guiding teams. Keep reserve footballs, spare bibs and marker cones ready beside the fields, not in the storage area.
Check the forecast 48 hours before kick-off and prepare the alternative field plan. Test the sound system, microphones, extension cords and power strips before the first teams arrive, and chill drinks early enough for the opening matches.

Frequently asked questions

How far in advance should I organise a walking football tournament?: Start at least 8 to 12 weeks ahead. Reserve the fields and changing rooms first, then allow time for team invitations, registrations, referees, first aid cover, catering and prizes.
How many walking footballs do I need for a tournament?: Plan at least one match ball per active pitch, plus 2 to 4 reserve footballs for the whole tournament. Keep the reserves together with the cones, bibs and pump so a lost or damaged ball does not delay a game.
When should I send the tournament schedule and rules?: Send the confirmed schedule and competition rules at least 7 days before the event. Include arrival and registration times, changing-room arrangements, match lengths, team assignments and the contact number for last-minute questions.
When should I make a bad-weather plan for walking football?: Prepare the alternative field plan when you reserve the pitches, then make the final decision 24 to 48 hours before kick-off after checking the forecast. Tell team captains immediately if fields, timings or facilities change.

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