Korfball tournament checklist: what to arrange and when

A korfball tournament depends on more than courts, balls and a fixture list. Teams need clear deadlines, officials need their assignments, and players need practical information about changing rooms, parking and food. Use this checklist to work backwards from the tournament date, starting with the venue and team invitations before finalising fixtures. In the final week, check equipment, volunteers, weather, catering and chilled drinks so event day is spent running matches rather than solving avoidable problems.

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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

Confirm tournament date
Reserve the sports venue
Check permits
Invite teams
2 people
Send registration form
Process registrations
Collect dietary requirements
Check contact details
Draw up the match schedule
2 people
Assign referees
2 people
Set competition rules
2 people
Make locker room reservations
Check power reservation
Calculate catering quantities
2 people
Make a shopping list
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Record emergency contact
Check the weather forecast
Send participant information
Send parking information
Order prizes
Check tournament materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Pump up balls
2 people
Print competition forms
Prepare the volunteers briefing
Prepare the weather plan
2 people

Event

Open venue
2 people
Inspect the grounds
3 people
Mark out fields
4 people
Set up korfball posts
4 people
Prepare match balls
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Make coffee and tea
2 people
Test the PA system
2 people
Put up route signs
2 people
Brief the referees
2 people
Welcome the teams
4 people
Register teams
3 people
Open tournament
Supervise races
6 people
Record results
2 people
Announce the match schedule
Refill drinks
3 people
Serve snacks and sandwiches
3 people
Empty trash bins
2 people
Check changing rooms
2 people
Check final standings
2 people
Lead the final
4 people
Present prizes
2 people
See participants off
3 people

Aftercare

Gather sports equipment
4 people
Take down korfball posts
4 people
Clear up the fields
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean up catering
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed items
2 people
Collect lost property
Publish results
Send thank-you message

What to bring

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

Sports equipment

Korfball postsqty 8
Korfball hoopsqty 8
Korfballsqty 12
Ball pumpqty 2
Spare ballsqty 4
Field markingqty 2
Conesqty 40
Training bibsqty 40
Whistlesqty 8
Stopwatchesqty 4
Scoreboardsqty 8
Spare polesqty 2

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
Beer table setsqty 4
Changing room benchesqty 8
Clothes racksqty 4
Crowd control barriersqty 12

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Hot drink urnsqty 4
Coffee machinesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Scissorsqty 4
Measuring cupsqty 2

Decorations

Buntingqty 8
Team name signsqty 8
Directional signsqty 10
Information boardsqty 4

Lighting

LED light stringsqty 6
Battery lanternsqty 6

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 4

Catering

Water jugsqty 8
Thermos flasksqty 6
Cooler cratesqty 6
Serving plattersqty 12
Trophiesqty 3
Medalsqty 40
Price listsqty 2
Cash register
Payment terminal
Cash box
Receipt rollsqty 3
Ice packsqty 20
Groceries

Tips

Set the team registration deadline at least 3 to 4 weeks before the tournament. That gives you time to process entries, check contact details and collect dietary requirements before ordering catering.
Draft the match schedule only after registrations close, then allow at least 1 week to assign referees and publish the rules. Include realistic changeover time between matches rather than scheduling games back-to-back.
Confirm the venue's changing rooms, power supply and parking arrangements 2 to 3 weeks ahead. Send teams one information message with arrival time, parking instructions, changing-room details and the event contact.
Count catering by person and service period, not by guesswork. For the first hour, allow roughly 2 to 3 drinks per person, then keep extra water, coffee supplies and dietary-friendly food separate and clearly labelled.
Do a physical equipment check 2 to 3 days before setup. Inflate the match and reserve balls, test whistles, stopwatches, scoreboards, microphones and the mobile sound system, and charge or pack extension cables and power strips.

Frequently asked questions

How far in advance should I organise a korfball tournament?: Start venue and date planning at least 8 to 12 weeks ahead, especially if you need permits or several courts. Invite teams around 6 weeks before the event and set the registration deadline 3 to 4 weeks before it.
When should I send the korfball tournament schedule to teams?: Send the provisional schedule after registrations close and the final schedule about 5 to 7 days before the tournament. Include match times, arrival instructions, parking, changing rooms, rules and the contact number for event-day questions.
How many referees and volunteers do I need for a korfball tournament?: Plan one referee for every match running at the same time, plus at least one reserve. For a small tournament, allow roughly 1 volunteer per court for scores and timekeeping, with 2 to 4 extra people for registration, catering, equipment and first aid coordination.
What should I check the week before a korfball tournament?: Confirm the weather, venue access, permits, power, changing rooms, catering quantities, volunteer rota and first-aid contact 5 to 7 days beforehand. Recheck all balls, posts, baskets, markings, cones, scoreboards and sound equipment 2 to 3 days before setup.

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.