How to organize a field hockey tournament

Start by fixing the tournament date, booking the hockey fields and reserving changing rooms. Then choose the competition format and rules before opening registration, because the number of teams determines the match schedule, refereeing needs and catering quantities. In the final week, confirm team details, publish the schedule and check every equipment and staffing assignment. Leave time for weather checks, setup, cleanup and prizes rather than treating them as last-minute jobs.

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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
Confirm tournament date
2
Reserve hockey fields
3
Reserve changing rooms
4
Set the competition format
2 people
5
Set tournament rules
2 people
6
Draw up the match schedule
2 people
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
10
Check team details
11
Collect dietary requirements
12
Confirm referees
13
Divide up the bar shifts
14
Assign the setup crew
15
Assign the cleanup team
16
Check locker room reservation
17
Inventory sports equipment
2 people
18
Reserve missing materials
19
Calculate catering quantities
2 people
20
Order groceries
21
Arrange prizes and change
2 people
22
Arrange prize money or trophies
23
Send participant information
24
Publish the match schedule
25
Check the weather forecast
26
Prepare the backup weather plan
2 people
27
Pick up groceries
2 people
28
Chill drinks
2 people
29
Prepare snacks
3 people
30
Print team registration
31
Print competition forms
32
Print the map
33
Prepare the bar duty briefing
34
Check first aid kit contents
35
Prepare cash
36
Collecting transport materials
2 people
37
Check the fields
2 people
38
Mark out fields
4 people
39
Set up goals
4 people
40
Set up competition tables
3 people
41
Set up audience tables
3 people
42
Set up registration desk
2 people
43
Set up the bar
3 people
44
Set up the catering buffet
3 people
45
Signpost the changing rooms
2 people
46
Prepare sports equipment
3 people
47
Brief the referees
2 people
48
Brief volunteers
2 people

Event

49
Open team registration
3 people
50
Direct teams to the changing rooms
2 people
51
Announce the opening
52
Supervise races
4 people
53
Update match standings
2 people
54
Swap out match equipment
2 people
55
Serve drinks
3 people
56
Refill drinks
2 people
57
Serve snacks
3 people
58
Empty trash bins
2 people
59
Check changing rooms
2 people
60
Announce finalists
61
Lead the final
4 people
62
Handle prize ceremony
2 people
63
Announce the final round
64
Close the bar
3 people

Aftercare

65
Gather sports equipment
4 people
66
Clear away the goals and field equipment
4 people
67
Clear tables and chairs
4 people
68
Wash dishes
3 people
69
Clean the bar and kitchen
3 people
70
Collect waste
3 people
71
Leave the changing rooms clean
2 people
72
Hand over the venue
2 people
73
Return borrowed equipment
2 people
74
Handle leftovers and deposit
75
Collect lost and found items

What to bring

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

Sports equipment

Hockey goalsqty 4
Hockey ballsqty 30
Spare ballsqty 12
Hockey sticksqty 12
Conesqty 40
Marker discsqty 30
Boundary tapeqty 2
Scoreboardsqty 2
Whistlesqty 6
Stopwatchesqty 4
Referee cardsqty 6
Competition bibsqty 40
Team flagsqty 8
Backup goalkeeper glovesqty 2
Backup goalie helmetsqty 2
Training conesqty 30
First aid kit
Ice packsqty 12
Athletic tapeqty 6
Stage cupsqty 3

Furniture

Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Party tentsqty 3
Bar stoolsqty 6
Changing room benchesqty 12
Coat check racksqty 4
Bollardsqty 12
Trash cansqty 10

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Rechargeable lampsqty 6
Power banksqty 4
Cash register
Payment terminal

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Storage binsqty 12

Decorations

Tournament bannersqty 4
Tableclothsqty 12
Team name signsqty 8
Directional signsqty 10

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Catering

Groceries

Tips

Set the format before inviting teams. Decide how many teams you can handle, how long matches will last and how many fields are available; only then can you build a realistic schedule with breaks between games.
Close registration early enough to check every team’s details and dietary requirements. A deadline at least 7 days before the tournament gives you time to adjust fixtures and calculate food and drinks.
Count match equipment by field, not just for the tournament as a whole. Each active field needs goals, balls, cones, scoreboards, whistles and stopwatches, plus spare balls and backup goalkeeper equipment.
Assign referees, bar shifts, setup and cleanup people in writing. Give the setup crew an arrival time at least 2 hours before the first match, and make sure the cleanup team knows when changing rooms and fields must be cleared.
Send participants the final information and match schedule no later than 2 days before the event. Include arrival time, changing-room arrangements, rules, parking or access details, catering information and what teams need to bring.

Frequently asked questions

How far in advance should I organize a field hockey tournament?: Start at least 8 to 12 weeks ahead. Book the fields and changing rooms first, then allow 4 to 6 weeks for invitations and registration, followed by a final week for schedules, equipment and staffing.
How do I make a field hockey tournament schedule?: List the number of teams, available fields, match length and breaks before placing fixtures. Add at least 10 to 15 minutes between matches on each field for the final whistle, score updates and teams moving into position.
How many referees do I need for a field hockey tournament?: Plan for 2 referees per active field for each match. For one field running continuously, schedule at least 4 to 6 referees so people can rotate through breaks instead of officiating every game.
When should I check the weather for a field hockey tournament?: Check the forecast 7 days before the tournament and again 24 hours before the first match. Use the final check to confirm whether party tents, extra water, schedule changes or a cancellation decision are needed.

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.