Open tournament checklist and planning guide

An open tournament runs smoothly when the competition details are settled before you start buying supplies or inviting players. This checklist takes you from choosing the date and booking fields to publishing fixtures, assigning referees and preparing the reception and catering areas. It also covers the details that are easy to leave too late, such as dietary requirements, printed match forms, chilled drinks and field checks. Use it as a running order, then mark each task complete as the tournament approaches.

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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 and location
2 people
Reserve competition fields
Determine the tournament format
2 people
Draw up the match schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Publish the match schedule
Assign referees
2 people
Order prizes
Check the shopping list
2 people
Do the shopping
2 people
Check sports equipment
2 people
Print match forms
Print participant list
Lay out prizes
Chill drinks
2 people
Prepare snacks
3 people
Check the playing fields
2 people
Set up competition fields
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the catering table
3 people
Hang up signage
2 people
Test sound and lighting
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the tournament
2 people
Supervise races
6 people
Process results
2 people
Distribute competition materials
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect waste
2 people
Update tournament standings
Guide the finals
4 people
Announce the winners
2 people
Present prizes
2 people

Aftercare

Clear away competition equipment
4 people
Dismantle furniture
4 people
Clear away dishes and kitchen equipment
3 people
Clean the venue
4 people
Dispose of waste
2 people
Turn off lighting and equipment
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Keep results and registrations

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Party tentsqty 2
Folding counter

Sports equipment

Match ballsqty 20
Match netsqty 4
Conesqty 24
Field markingsqty 8
Scoreboardsqty 8
Whistlesqty 8
Stopwatchesqty 6
Training bibsqty 30
First aid kit

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Lighting

Outdoor lightsqty 6
String lightsqty 4

Tableware

Reusable drinking cupsqty 100
Reusable platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Tea glassesqty 50

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4

Decorations

Competition postersqty 8
Directional signsqty 10
Tableclothsqty 8
Prizes and trophiesqty 6

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the format and match duration before drawing up the schedule. Build in time for registration, field changes and at least 10 minutes of recovery between matches so one delay does not affect the whole day.
Close registrations early enough to confirm participants and dietary requirements before publishing the match schedule. A final participant list and printed match forms should be ready before setup begins.
Check every field and piece of sports equipment on the day before play starts. Count match balls, nets, cones, scoreboards, whistles, stopwatches and training bibs rather than assuming they are still available.
Set up the reception desk, tables, chairs and catering table before players arrive. Chill drinks and prepare snacks after the layout is fixed, so coolers, coffee machines and serving trays do not block registration.
Test the speaker, microphone, outdoor lights and extension cords before the first match. Keep the first aid kit visible at the reception desk and put signage where players can find fields, registration and refreshments without asking an organiser.

Frequently asked questions

How far in advance should I organise an open tournament?: Set the date, location and competition fields at least 8 to 12 weeks ahead. Open registrations as soon as the format and entry information are ready, then leave 1 to 2 weeks for final confirmations and the published schedule.
When should I publish the open tournament schedule?: Publish the confirmed match schedule 3 to 7 days before the tournament. This gives participants time to check their arrival time while leaving room to correct withdrawals before printing the final participant list and match forms.
How many referees do I need for an open tournament?: Plan at least one referee or match official per active field, plus one reserve if several matches run at once. Confirm the assignments no later than 7 days before the event so every match has cover.
What should I prepare on the morning of an open tournament?: Complete field checks and set up the competition areas before registration opens, ideally 60 to 90 minutes in advance. Put out the reception desk, signage, scoreboards and printed forms first; prepare chilled drinks and snacks during the final 30 minutes.

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.