Korfbal tournament checklist: what to arrange and when

A korfbal tournament needs more than teams and a set of matches. You need confirmed fields, changing rooms, referees, volunteers, equipment, food and clear information for every team. Start with registrations and the schedule, then lock in officials, facilities and deliveries before tournament day. This checklist helps you work through the planning in the right order and avoid common last-minute problems, such as missing match forms, uncooled drinks or too few people to set up the courts.

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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

Send invitations
2 people
Register teams
2 people
Process registrations
2 people
Create the match schedule
2 people
Assign referees
2 people
Collect dietary requirements
Send competition rules
Send parking information
Reserve sports fields
Reserve changing rooms
Check permits
Arrange first aid contact
Determine prize categories
2 people
Order cups and medals
Assign volunteers
2 people
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect prizes
2 people
Gather tournament materials
3 people
Chill drinks
2 people
Print competition forms
Prepare team assignments
Mark out fields
4 people
Set up korfball posts
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Build the catering buffet
3 people
Hang decorations
2 people
Test sound system
2 people
Set up the first aid table
2 people

Event

Welcome volunteers
2 people
Brief the referees
2 people
Register teams
3 people
Hand out team shirts
2 people
Give the opening briefing
Supervise races
8 people
Keep track of match scores
2 people
Move competition equipment
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Process results
2 people
Lead the final
3 people
Present prizes
3 people
See off the last visitors
2 people

Aftercare

Dismantle sports equipment
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Collect waste
3 people
Check changing rooms
2 people
Clean the venue
4 people
Return materials
2 people
Store leftover stock
2 people

What to bring

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

Sports equipment

Korfball postsqty 4
Korfball hoopsqty 4
Korfballsqty 12
Training bibsqty 40
Conesqty 40
Field marking tapeqty 4
Whistlesqty 8
Stopwatchesqty 4
Scoreboardsqty 4
Spare ball pumpqty 2
Medalsqty 30
Cupsqty 3

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 40
Changing room benchesqty 8

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Clipboardsqty 8

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Thermos flasksqty 4

Decorations

Buntingqty 6
Team table signsqty 12

Office

Ballpoint pensqty 30
Markersqty 6
Competition formsqty 100
Table numbersqty 12

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Close team registrations before you create the fixture list. Once the number of teams is known, prepare the schedule, team table signs and printed match forms together so every game has the same information.
Confirm the fields, changing rooms and parking arrangements at least 2 weeks before the tournament. Send the final parking instructions and competition rules to team contacts immediately after confirmation.
Assign volunteers to specific shifts rather than asking for general help. Cover setup, registration, scoring, refreshments, first aid and cleanup, with at least one named backup for each area.
Check every equipment group the day before: balls, baskets, posts, bibs, cones, whistles, stopwatches, scoreboards and a spare pump. On the morning itself, mark out the courts before placing the korfball posts and baskets.
Plan refreshments by service time, not just by shopping list. Chill drinks in advance, set out reusable cups and serving equipment, and keep dietary information with the people handling food so no team has to repeat its request.

Frequently asked questions

How far in advance should I organise a korfbal tournament?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for team invitations, registrations, venue reservations and permits; finish the schedule, volunteer shifts and deliveries during the final 2 weeks.
When should the korfbal tournament schedule be made?: Create the schedule as soon as registrations close, usually 2 to 3 weeks before the event. Allow at least 2 days to check match lengths, court availability, referee assignments and breaks before sending it to teams.
How many volunteers do I need for a korfbal tournament?: Plan at least 1 volunteer per active court for scoring or timekeeping, plus people for registration, refreshments, first aid, setup and cleanup. For a tournament with 4 courts, that commonly means around 12 to 16 volunteers across shifts.
What should be checked the day before a korfbal tournament?: Confirm deliveries, referee and volunteer attendance, field access, changing rooms and the first-aid contact 1 day beforehand. Also print the match forms, prepare team information and check that every court has its posts, baskets, balls and marking equipment.

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