Indoor hockey tournament checklist

Running an indoor hockey tournament means coordinating the venue, teams, fixtures, officials and equipment before anyone steps onto the court. Start by booking the sports hall and choosing the match format, then allow time for registration, team checks and the schedule. In the final week, confirm referees, volunteers, first aid cover, parking details and participant information. Use the checklist below to keep match-day setup, refreshments and prize presentation on track.

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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

Set tournament date
2 people
Reserve the sports hall
Determine the match format
2 people
Contact teams
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Check team details
2 people
Draw up the match schedule
2 people
Book referees
2 people
Assign judges
2 people
Arrange first aid contact
Assign volunteers
2 people
Send parking information
Send participant information
Draft the tournament rules
2 people
Order prizes
Print competition forms
Print team assignments
Create a shopping list
2 people
Check sports equipment
2 people
Test sound equipment
2 people
Do the shopping
2 people
Set out prizes and materials
2 people
Chill drinks
2 people

Event

Open the sports hall
2 people
Check changing rooms
2 people
Check floor and playing field
2 people
Set up indoor hockey bars
6 people
Set up goals
4 people
Set out spare balls
2 people
Set up jury table
3 people
Set up the catering table
3 people
Set up chairs and tables
4 people
Hang up the information board
2 people
Hang up the match schedule
2 people
Connect the sound system
2 people
Prepare coffee and tea
2 people
Set up the reception table
2 people
Carry out team registration
3 people
Explain the tournament rules
2 people
Brief the referees
2 people
Brief the judges
2 people
Supervise the first matches
4 people
Process results
2 people
Announce match times
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
Refill snacks
2 people
Collect waste
2 people
Check the playing field intermittently
2 people
Check the changing rooms intermittently
2 people
Assist with the finals
4 people
Check the final result
2 people
Prepare awards ceremony
2 people
Carry out award ceremony
3 people
Guide participants at departure
3 people

Aftercare

Gather sports equipment
5 people
Remove the goals and bars
6 people
Take down the sound system
2 people
Clean up catering
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Dispose of waste
2 people
Clean the sports hall
4 people
Clean changing rooms
3 people
Collect lost property
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover groceries
2 people
Return rented materials
2 people
Publish results
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

Book the sports hall before opening registration, and confirm the available setup and clear-down time. You need enough time to place goals, boards, scoreboards, tables and chairs before the first match.
Set the match format before inviting teams. Once registrations close, check team details and publish the schedule early enough for teams to arrange arrival, parking and warm-up time.
Confirm referees, judges, volunteers and first aid cover at least 7 days before the tournament. Share a written duty rota so every role, including scorekeeping and timekeeping, has a named person.
Test the sound equipment and game clocks before match day, then put spare balls, bibs, cones, whistles and stopwatches where officials can reach them quickly. A spare ball basket prevents delays when a ball leaves the court.
Finish the shopping after collecting dietary requirements, and prepare drinks and serving areas separately from the competition tables. Set out prizes, printed forms, team assignments and rules before teams arrive.

Frequently asked questions

How far in advance should I book an indoor hockey tournament venue?: Book the sports hall as soon as you have a likely date, ideally 8 to 12 weeks ahead. Confirm the playing area, changing facilities, equipment access and the exact setup and clear-down hours before opening registration.
When should indoor hockey tournament registration close?: Close registration at least 10 to 14 days before the tournament. That gives you time to check team details, collect dietary requirements, draw up the match schedule and send participant information.
How many referees and volunteers do I need for an indoor hockey tournament?: Plan at least one referee for every active court and one additional person for scorekeeping or timekeeping per court. Add a minimum of two general volunteers for registration, refreshments, equipment and unexpected gaps.
When should I send the indoor hockey tournament schedule to teams?: Send the confirmed schedule 5 to 7 days before the event. Include arrival time, parking information, match format, tournament rules, team assignments and any food or drink arrangements.

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