How to organise an open tournament from start to finish

Start by fixing the date, location and competition format before inviting anyone. The format determines how many matches, fields, referees and scoreboards you need, while registration tells you how many participants to expect. Build and publish the match schedule only after registrations are confirmed, then prepare the playing area, reception desk and catering in separate stages. Most problems happen when equipment, dietary requirements or officials are left until the final day.

Organize this event for free with Lizzt

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 location
2 people
2
Reserve competition fields
3
Determine the tournament format
2 people
4
Draw up the match schedule
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm participants
9
Publish the match schedule
10
Assign referees
2 people
11
Order prizes
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Check sports equipment
2 people
15
Print match forms
16
Print participant list
17
Lay out prizes
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Check the playing fields
2 people
21
Set up competition fields
4 people
22
Set up tables and chairs
4 people
23
Set up the reception desk
2 people
24
Set up the catering table
3 people
25
Hang up signage
2 people
26
Test sound and lighting
2 people
27
Brief volunteers
2 people

Event

28
Receive participants
3 people
29
Register attendance
2 people
30
Explain the tournament
2 people
31
Supervise races
6 people
32
Process results
2 people
33
Distribute competition materials
2 people
34
Serve coffee and tea
2 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Collect waste
2 people
38
Update tournament standings
39
Guide the finals
4 people
40
Announce the winners
2 people
41
Present prizes
2 people

Aftercare

42
Clear away competition equipment
4 people
43
Dismantle furniture
4 people
44
Clear away dishes and kitchen equipment
3 people
45
Clean the venue
4 people
46
Dispose of waste
2 people
47
Turn off lighting and equipment
2 people
48
Return borrowed materials
2 people
49
Store leftover stock
2 people
50
Keep results and registrations

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Party tentsqty 2
Folding counter

Sports equipment

Match ballsqty 20
Match netsqty 4
Conesqty 24
Field markingsqty 8
Scoreboardsqty 8
Whistlesqty 8
Stopwatchesqty 6
Training bibsqty 30
First aid kit

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Lighting

Outdoor lightsqty 6
String lightsqty 4

Tableware

Reusable drinking cupsqty 100
Reusable platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Tea glassesqty 50

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4

Decorations

Competition postersqty 8
Directional signsqty 10
Tableclothsqty 8
Prizes and trophiesqty 6

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2

Catering

Groceries

Tips

Choose the tournament format before opening registration. Use the expected number of participants to calculate matches, playing time and the number of fields you must reserve.
Close registrations before publishing the final match schedule. Confirm every participant, record dietary requirements and send the schedule early enough for people to plan their arrival.
Assign referees and prepare match forms before tournament day. Print a participant list and keep a simple way to record scores at the reception desk.
Check every field and piece of sports equipment before setup starts. Test match balls, nets, cones, field markings, scoreboards, whistles and stopwatches rather than discovering a shortage between matches.
Set up the practical areas in a fixed order: fields first, then tables and chairs, reception, catering and signage. Chill drinks and prepare snacks before participants arrive, and test the speaker, microphone, extension cords and power strips if announcements are planned.

Frequently asked questions

How far in advance should I organise an open tournament?: Set the date and reserve the competition fields at least 8 to 12 weeks ahead. Open registrations early enough to confirm participants, dietary requirements, officials and the final match schedule before tournament day.
When should I publish the tournament match schedule?: Publish it after registrations are closed and participants have been confirmed, usually 3 to 7 days before the tournament. Earlier publication helps participants arrive at the right field and match time.
How many referees do I need for an open tournament?: Plan at least one referee for every match running at the same time, plus one spare if the day is long. Add a coordinator to manage schedule changes, scoreboards and unplanned delays.
What should I check on the morning of the tournament?: Allow 2 to 3 hours before the first match to check the fields, set up equipment, reception and catering, and place the signage. Test the sound system and confirm that match forms, participant lists, drinks and snacks are ready.

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.