How to organize a field hockey tournament

Start by fixing the date and booking the hockey fields and changing rooms before inviting teams. Then choose the tournament format, build the match schedule and collect complete team information through the registration form. The details that cause late problems are dietary requirements, referee coverage, first aid, equipment checks and clear arrival instructions. Finish with team confirmations, printed score sheets, labels, prizes and a match-day volunteer 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 hockey fields
3
Reserve changing rooms
4
Set the tournament format
2 people
5
Draw up the match schedule
2 people
6
Create registration form
7
Send invitations
2 people
8
Communicate fundraising goals
9
Process registrations
2 people
10
Check team details
2 people
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Confirm referees
14
Confirm first aid contact
15
Send competition rules
16
Publish final schedule
17
Send team confirmations
18
Check sports equipment
2 people
19
Finalize shopping list
2 people
20
Do the shopping
3 people
21
Collect prizes and medals
22
Prepare the team labels
2 people
23
Print competition forms
24
Print program boards
25
Prepare snacks
3 people
26
Chill drinks
2 people
27
Set up catering
2 people
28
Bring materials to the venue
4 people
29
Set up the check-in desk
2 people
30
Build the catering counter
3 people
31
Set up tables and chairs
4 people
32
Set up party tents
4 people
33
Mark out fields
4 people
34
Set up goals
4 people
35
Prepare sports equipment
3 people
36
Distribute competition forms
2 people
37
Hang decorations
3 people
38
Display prizes
2 people
39
Prepare coffee and tea
2 people
40
Brief volunteers
2 people

Event

41
Welcome the teams
4 people
42
Register attendance
2 people
43
Hand out team labels
2 people
44
Give the opening speech
45
Supervise races
6 people
46
Record results
2 people
47
Monitor the schedule
48
Serve drinks
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Check final standings
2 people
53
Lead the final
4 people
54
Handle prize ceremony
3 people
55
Announce the Donation Total
56
See participants off
3 people

Aftercare

57
Gather sports equipment
4 people
58
Clean up catering
3 people
59
Clear tables and chairs
4 people
60
Take down party tents
4 people
61
Remove decorations
2 people
62
Wash dishes
3 people
63
Sort waste
2 people
64
Clean the venue
4 people
65
Collect lost items
2 people
66
Return materials
3 people
67
Return borrowed items
2 people
68
Send results to teams
69
Transfer the donation amount
70
Archive invoices and receipts

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Party tentsqty 3
Benchesqty 6
Clothes racksqty 4

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 40
Whistlesqty 8
Referee cardsqty 8
Vestsqty 60
Conesqty 40
Barrier tapeqty 4
Team stickersqty 60
Stopwatchesqty 6
Scoreboardsqty 4
Ball pumpsqty 3
Spare pump needlesqty 10
First aid kitsqty 2
Ice packsqty 12
Medalsqty 60
Cupsqty 3
Clipboardsqty 8
Field markingsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80

Catering

Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Water jugsqty 8
Serving traysqty 8
Food containersqty 12
Groceries

Equipment

Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2
Power banksqty 4

Lighting

Work lightsqty 4

Decorations

Tournament bannersqty 6
Buntingqty 8
Balloonsqty 100

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand broomsqty 4

Office

Pensqty 30
A4 paperqty 2
Permanent markersqty 12
Tapeqty 8
Scissorsqty 6
Name badgesqty 40
Document foldersqty 8

Tips

Book the fields and changing rooms before sending invitations. Work backwards from the tournament date and allow at least two weeks for registrations, schedule changes and final team confirmations.
Set the format before opening registration. Decide how many teams, fields, matches and playing minutes you can handle, then leave at least 10 minutes between matches for changes and delays.
Close registrations early enough to check every team’s details and dietary requirements. Send the final schedule and competition rules at least 3 days before the tournament, not on the morning itself.
Assign one named volunteer to each match-day job, including scores, timekeeping, refreshments, team check-in and equipment. Confirm referees and the first aid contact at least 7 days in advance.
Pack equipment by function rather than as one mixed pile: goals, balls, cones, whistles, cards, vests, scoreboards, stopwatches and pump supplies should be checked before leaving for the fields. Prepare snacks, drinks and team labels the day before.

Frequently asked questions

How far in advance should I organize a field hockey tournament?: Start at least 8 weeks before the tournament. Book the fields and changing rooms first, then allow 3 to 4 weeks for invitations and registrations and reserve the final 7 days for checks and confirmations.
How do I make a field hockey tournament schedule?: Choose the format and number of teams before scheduling matches. Include the match length, field assignment and at least 10 minutes between games, then publish the final schedule 3 days before the event.
When should referees and first aid be confirmed?: Confirm referees and the first aid contact at least 7 days before the tournament. Recheck both roles 48 hours before the first match so a replacement can still be arranged.
What should I prepare the day before a hockey tournament?: Pack and check the sports equipment, print competition forms and program boards, prepare team labels, collect medals and cups, and prepare snacks. Keep the final shopping and packing check to one checklist completed the day before.

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.