How to organize a korfball tournament

Start by fixing the date and reserving both the sports venue and the clubhouse. Then choose the tournament format, calculate how many teams and matches fit into the available hours, and build the schedule before inviting teams. In the final weeks, confirm registrations, referees and volunteers, then publish the timetable and prepare food, drinks and match paperwork. On the day, allow time to open the venue, mark out the courts and test the scoring and sound equipment.

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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 the sports venue
3
Reserve the cafeteria
4
Determine the tournament format
2 people
5
Draw up the match schedule
2 people
6
Invite teams
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Contact referees
2 people
11
Assign volunteers
2 people
12
Confirm Final Teams
13
Publish the match schedule
14
Arrange prize money and trophies
15
Create a music playlist
16
Check the weather forecast
17
Print participant list
18
Print match forms
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Print team assignments
23
Collect materials
3 people
24
Open venue
2 people
25
Set out the field layout
4 people
26
Set up korfball posts
4 people
27
Number the fields
2 people
28
Set up tables and chairs
4 people
29
Set up the registration table
2 people
30
Set up the cafeteria
4 people
31
Hang decorations
3 people
32
Test sound system
2 people
33
Set up first aid table
2 people
34
Brief the referees
2 people
35
Brief volunteers
2 people

Event

36
Welcome the teams
4 people
37
Register teams
3 people
38
Give the opening speech
39
Supervise the first matches
8 people
40
Process results
2 people
41
Serve drinks
3 people
42
Refill drinks
2 people
43
Serve snacks
3 people
44
Manage competition materials
2 people
45
Announce rest periods
46
Check changing rooms
2 people
47
Empty trash bins
2 people
48
Supervise the final match
5 people
49
Present prizes
3 people
50
Give a thank-you speech
51
Handle the final round of drinks
2 people
52
Guide the audience to the exit
2 people

Aftercare

53
Clear away sports equipment
4 people
54
Clear tables and chairs
4 people
55
Remove decorations
3 people
56
Wash dishes
3 people
57
Clean the cafeteria
4 people
58
Clean changing rooms
2 people
59
Collect waste
3 people
60
Lock up the venue
2 people
61
Return materials
2 people
62
Store leftover stock
2 people
63
Return borrowed items
2 people
64
Send results to teams

What to bring

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

Furniture

Tablesqty 10
Chairsqty 40
Beer tablesqty 6
Party tentsqty 2
Changing room benchesqty 8

Sports equipment

Korfball postsqty 8
Korfballsqty 12
Spare ballsqty 4
Conesqty 40
Field marking tapeqty 4
Whistlesqty 8
Team bibsqty 80
Scoreboardsqty 4
Game clocksqty 4
Stopwatchesqty 4
Team bagsqty 8
First aid kitsqty 2
Ice packsqty 8
Blanketsqty 2

Equipment

Laptop
Tablet
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone
Power banksqty 4

Tableware

Coffee cupsqty 60
Glassesqty 100
Mugsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Scissorsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Team table numbersqty 8
Information boardsqty 6
Directional signsqty 8

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 8
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the tournament format before sending invitations. Use the available playing time to calculate match length, breaks and changeover time; otherwise the schedule will overrun before the final.
Ask teams to register with a deadline at least 2 weeks before the tournament. Collect dietary requirements at the same time, so catering is based on confirmed numbers rather than guesses.
Assign referees and volunteers by role, not just by name. Cover every match, score table, welcome desk and catering period, with at least one backup person for cancellations.
Prepare one printed pack for each operational point: the participant list, team line-up, match forms and final schedule. Keep a digital copy on a laptop or tablet as well.
Check the equipment the day before, including korfball posts, balls, spare balls, cones, whistles, scoreboards, clocks and extension cables. On the morning, mark the courts before teams arrive and test the timing equipment.

Frequently asked questions

How far in advance should I organize a korfball tournament?: Fix the date and reserve the sports venue and clubhouse at least 8 to 12 weeks ahead. Aim to invite teams 6 to 8 weeks before the event and close registrations about 2 weeks before the tournament.
How do I create a korfball tournament schedule?: First list the number of teams and courts, then set the match duration, breaks and changeover time. Publish a provisional schedule when invitations go out and release the final version at least 5 to 7 days before the tournament.
How many referees and volunteers do I need for a korfball tournament?: Plan one referee for every match slot and one person at the score table for each active court. Add at least 2 people for registration and catering, plus 1 or 2 backups for a full-day tournament.
When should I prepare the food and drinks?: Buy non-perishable supplies 2 to 3 days beforehand and chill the drinks the evening before. Prepare snacks on the morning of the tournament, allowing at least 60 to 90 minutes before the first match.

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