How to organize an indoor hockey tournament

Start by fixing the tournament date and reserving a sports hall before contacting teams. Then choose the match format, open registration and collect the details needed for a workable schedule, including dietary requirements. In the final weeks, confirm referees, judges, volunteers, first aid cover and participant information. On the day, allow time to test the game clocks and sound equipment, check goals and boards, and set out scoreboards, forms and prizes 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 the sports hall
3
Determine the match format
2 people
4
Contact teams
2 people
5
Send invitations
2 people
6
Open registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Check team details
2 people
10
Draw up the match schedule
2 people
11
Book referees
2 people
12
Assign judges
2 people
13
Arrange first aid contact
14
Assign volunteers
2 people
15
Send parking information
16
Send participant information
17
Draft the tournament rules
2 people
18
Order prizes
19
Print competition forms
20
Print team assignments
21
Create a shopping list
2 people
22
Check sports equipment
2 people
23
Test sound equipment
2 people
24
Do the shopping
2 people
25
Set out prizes and materials
2 people
26
Chill drinks
2 people

Event

27
Open the sports hall
2 people
28
Check changing rooms
2 people
29
Check floor and playing field
2 people
30
Set up indoor hockey bars
6 people
31
Set up goals
4 people
32
Set out spare balls
2 people
33
Set up jury table
3 people
34
Set up the catering table
3 people
35
Set up chairs and tables
4 people
36
Hang up the information board
2 people
37
Hang up the match schedule
2 people
38
Connect the sound system
2 people
39
Prepare coffee and tea
2 people
40
Set up the reception table
2 people
41
Carry out team registration
3 people
42
Explain the tournament rules
2 people
43
Brief the referees
2 people
44
Brief the judges
2 people
45
Supervise the first matches
4 people
46
Process results
2 people
47
Announce match times
48
Serve drinks
2 people
49
Refill drinks
2 people
50
Refill coffee and tea
51
Refill snacks
2 people
52
Collect waste
2 people
53
Check the playing field intermittently
2 people
54
Check the changing rooms intermittently
2 people
55
Assist with the finals
4 people
56
Check the final result
2 people
57
Prepare awards ceremony
2 people
58
Carry out award ceremony
3 people
59
Guide participants at departure
3 people

Aftercare

60
Gather sports equipment
5 people
61
Remove the goals and bars
6 people
62
Take down the sound system
2 people
63
Clean up catering
3 people
64
Wash dishes
2 people
65
Clear tables and chairs
4 people
66
Dispose of waste
2 people
67
Clean the sports hall
4 people
68
Clean changing rooms
3 people
69
Collect lost property
2 people
70
Lock up the venue
2 people
71
Return materials
2 people
72
Store leftover groceries
2 people
73
Return rented materials
2 people
74
Publish results
75
Send thank-you message

What to bring

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

Sports equipment

Indoor hockey goalsqty 2
Indoor hockey boardsqty 24
Indoor hockey sticksqty 20
Indoor hockey ballsqty 30
Spare ball basketqty 2
Training bibsqty 20
Conesqty 20
Whistlesqty 6
Stopwatchesqty 4
Scoreboardsqty 2
Game clocksqty 2
Ball netqty 2
First aid kit

Furniture

Tablesqty 10
Chairsqty 40
Judges' table
Clothes racksqty 4
Coolersqty 4
Waste binsqty 8

Tableware

Reusable drinking cupsqty 120
Coffee cupsqty 40
Tea glassesqty 40
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 16

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Printer
Mobile phoneqty 2

Decorations

Tournament flagsqty 8
Directional signsqty 8
Team table signsqty 8
Prize display

Cleaning

Broom setsqty 3
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3

Catering

Groceries

Tips

Choose the match format before sending invitations. Decide how many teams can enter, how long each match lasts and how much time you need between matches; otherwise registrations may exceed the hall booking.
Close registration early enough to check every team’s details and draw up the schedule. A practical deadline is 10 to 14 days before the tournament, leaving time to resolve missing information or withdrawals.
Book referees and assign judges before publishing the final schedule. Confirm who runs each game, who records scores and who covers breaks, rather than relying on volunteers to decide this on the morning.
Test the equipment in the hall before the event starts. Check the indoor goals, boards, sticks, balls, spare ball basket, game clocks, stopwatches and scoreboards, and keep replacement balls available courtside.
Send participant information and parking details at least 5 days beforehand. Include arrival time, team assignments, rules, food arrangements and what players should bring; set out the first aid kit, tables, chairs and printed forms before teams arrive.

Frequently asked questions

How far in advance should I organize an indoor hockey tournament?: Reserve the sports hall and set the date at least 8 to 12 weeks ahead. Start team invitations around 6 weeks before the tournament and close registration 10 to 14 days before match day.
How many teams can play in an indoor hockey tournament?: The number depends on the hall, court availability and match format. Work backwards from the available hours: a 10-minute match plus a 5-minute changeover takes 15 minutes per scheduled slot, before adding breaks and finals.
When should I make the indoor hockey tournament schedule?: Create the first schedule as soon as registration closes, usually 10 to 14 days before the event. Send the confirmed schedule with team assignments and arrival instructions at least 5 days in advance.
What equipment do I need for an indoor hockey tournament?: Plan the playing equipment first: goals, boards, sticks, balls, spare balls, bibs, cones, whistles, stopwatches, scoreboards and game clocks. Also prepare a first aid kit, printed competition forms, tables and chairs, and allow 60 to 90 minutes for the final equipment check and setup.

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