How to organise a women’s football tournament

Start by fixing the tournament date, booking the football fields and reserving changing rooms before opening registration. Then decide the competition format, collect team details and build the schedule around the available pitches and referees. In the final two weeks, confirm participants, volunteers, parking information and match-day materials. On the day, allow time to check the equipment, inflate the balls, set up the welcome area and brief everyone before the first match.

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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
Book referees
5
Determine the tournament setup
2 people
6
Create registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect team information
2 people
10
Collect dietary requirements
11
Create the match schedule
2 people
12
Draw up the competition rules
2 people
13
Finalize the participant list
14
Send parking information
15
Assign volunteers
2 people
16
Inform the referees
17
Print competition forms
18
Print team assignments
19
Print the run sheet
20
Order groceries
2 people
21
Buy prizes
22
Pick up groceries
2 people
23
Collect decorations
24
Check competition materials
2 people
25
Pump up balls
2 people
26
Fill coolers
2 people
27
Prepare materials
2 people
28
Check the weather forecast
29
Distribute contact list
30
Open venue
2 people
31
Open changing rooms
2 people
32
Inspect fields
3 people
33
Check goals
2 people
34
Mark out fields
4 people
35
Build party tents
4 people
36
Set up tables
3 people
37
Set up chairs
3 people
38
Set up competition table
2 people
39
Connect the sound system
2 people
40
Hang decorations
2 people
41
Set up the catering table
3 people
42
Chill drinks
2 people
43
Prepare snacks
3 people
44
Set out coffee and tea
2 people
45
Display prizes
46
Place information signs
2 people
47
Prepare first aid supplies
48
Welcome volunteers
2 people
49
Brief volunteers
2 people

Event

50
Register teams
3 people
51
Check team clothing
2 people
52
Welcome the referees
53
Give the opening briefing
2 people
54
Handle the opening
55
Supervise races
4 people
56
Keep track of match scores
2 people
57
Process competition forms
2 people
58
Direct teams to the fields
2 people
59
Serve drinks
3 people
60
Serve snacks
3 people
61
Refill drinks
2 people
62
Refill coffee and tea
2 people
63
Empty trash bins
2 people
64
Check changing rooms
2 people
65
Lead the final
4 people
66
Handle prize ceremony
3 people
67
Give farewell speech and thanks

Aftercare

68
Close catering
3 people
69
Gather sports equipment
3 people
70
Remove decorations
2 people
71
Clear tables and chairs
4 people
72
Take down party tents
4 people
73
Wash dishes
3 people
74
Clean the venue
4 people
75
Clean changing rooms
2 people
76
Dispose of waste
2 people
77
Disconnect the sound system
2 people
78
Sort materials
2 people
79
Return borrowed items
2 people
80
Store leftovers
2 people
81
Send out the results
82
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Tableclothsqty 8
Clothes racksqty 4

Sports equipment

Match ballsqty 12
Spare ballsqty 4
Conesqty 40
Marker conesqty 80
Competition bibsqty 40
Goal netsqty 4
Field marking tapeqty 4
Ball pumpqty 2
Needle valvesqty 6
Whistlesqty 6
Referee cardsqty 6
Captain's armbandsqty 8
Spare shoelacesqty 12
Training laddersqty 2
Stretch matsqty 10

Equipment

Portable Sound System
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Mobile phone chargersqty 4
Power banksqty 2
Coolersqty 4
Ice packsqty 16

Tableware

Reusable drinking cupsqty 180
Reusable coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 2
Storage binsqty 12
Thermos flasksqty 4
Bottle openersqty 4

Decorations

Buntingqty 8
Team name signsqty 8
Direction signsqty 10
Prize gobletsqty 3
Medal ribbonsqty 24
Trophiesqty 3

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Bucketsqty 4
Hand broomsqty 4
Hand soap dispensersqty 6
Towel rollsqty 8
First aid kitsqty 2
Fever thermometersqty 2

Catering

Groceries

Tips

Book the fields, changing rooms and referees before sending invitations. Without those three confirmed, you cannot set a reliable registration deadline or match schedule.
Choose the tournament setup before creating the registration form. State the team size, match length, number of games and competition rules so teams know exactly what they are signing up for.
Close registrations early enough to build the fixtures. Aim to finalise the participant list at least 7 days before the tournament, then collect team information and dietary requirements from every confirmed team.
Give volunteers defined jobs and timings rather than a general request for help. Assign people to registration, pitch support, refreshments, equipment and the run sheet, and brief referees before the first match.
Pack for problems that stop play or slow the day down. Check match balls, spare balls, cones, bibs, goal nets, whistles, referee cards, the ball pump and needle valves the day before, not when teams are arriving.

Frequently asked questions

How far in advance should I organise a women’s football tournament?: Start at least 8 to 12 weeks before the tournament. Book the fields, changing rooms and referees first, then allow time for registration, team confirmation and fixture planning.
When should I send invitations for a women’s football tournament?: Send invitations as soon as the date, venue and tournament format are confirmed, ideally 6 to 8 weeks beforehand. Set a registration deadline at least 2 weeks before match day.
How many footballs do I need for a tournament?: Prepare at least one match ball for every active pitch, plus 2 to 4 spare balls for the whole tournament. Check and pump them the day before and keep the spare balls with the pitch team.
When should I create the match schedule?: Create the first schedule draft as soon as registrations close, then finalise it at least 7 days before the event. Send team assignments and arrival information after checking the schedule against referee and pitch availability.

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