Paintball day checklist: what to arrange and when

A paintball day runs smoothly when the field, equipment, teams, food and transport are confirmed before participants arrive. Start by setting the date and booking the field, then collect registrations and dietary requirements so you can plan teams and catering accurately. In the final week, check the forecast, confirm markers and protective gear, and send route details and reminders. On the day, allow time to set up the reception desk, safety signs, refreshments and equipment before the first group arrives.

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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 the date and participants
2 people
Book the paintball field
Finalize catering arrangements
Send invitations
Process registrations
Collect dietary requirements
Share transport and route
Update participant list
Assign teams provisionally
2 people
Check the weather forecast
Remind participants
Confirm paintball equipment
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Portion snacks
2 people
Prepare sandwiches
3 people
Set aside vegetarian portions
2 people
Load transport materials
3 people
Check the venue and route
Set up the grounds and reception desk
3 people
Set out paintball equipment
3 people
Place safety signs
2 people
Set up the reception table
2 people

Event

Receive participants
3 people
Register attendance
2 people
Finalise team assignments
2 people
Give safety instructions
2 people
Hand out protective clothing
3 people
Check masks and markers
3 people
Supervise the first paintball round
3 people
Provide a short break
3 people
Refill drinks
2 people
Supervise the second paintball round
3 people
Restock paintball equipment
2 people
Guide the third paintball round
3 people
Collect protective clothing
3 people
Have hands washed
2 people
Set up the dinner buffet
4 people
Serve dinner
4 people
Refill drinks
2 people
Hand out prizes and thank-yous
2 people
Support the evening program
2 people
Handle the final round of drinks
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
3 people
Clear away dishes and kitchen equipment
3 people
Clean the grounds
4 people
Count and pack materials
3 people
Return paintball equipment
2 people
Clean reusable materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 36
Buffet tablesqty 3
Waste binsqty 4

Sports equipment

Paintball markersqty 30
Paintball masksqty 30
Protective coverallsqty 30
Breast padsqty 30
Glovesqty 30
Air cylindersqty 30
Paintballsqty 3000
Team ribbonsqty 40
Conesqty 20
Whistlesqty 3
Spare glassesqty 4
Towelsqty 30
Rain ponchosqty 35
Sunscreenqty 4
Insect repellent sprayqty 3
Ice packsqty 12

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6
Scissorsqty 3

Kitchen

Coolersqty 4
Thermos flasksqty 3
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Serving plattersqty 8

Equipment

Bluetooth speaker
Power banksqty 3
Extension cordsqty 3
Power stripsqty 3
First aid kitsqty 2
Flashlightsqty 4

Decorations

Team flagsqty 6
Name badgesqty 35
Pensqty 12
Safety signsqty 6

Cleaning

Bucketsqty 3
Broom setsqty 2
Washing-up tubsqty 3

Catering

Groceries

Tips

Book the paintball field before sending invitations, then keep the booking confirmation with the planned start time, catering arrangements and participant limit. A late venue booking can affect every other decision.
Close registrations early enough to update the participant list, collect dietary requirements and assign provisional teams. Recheck the final numbers before buying food or portioning sandwiches.
Send the route and transport information with the reminder, not just the event address. Participants may also need a clear meeting time that allows for parking, changing and the safety briefing.
Check paintball markers, masks, coveralls, gloves, air cylinders and paintballs before loading transport. Set aside spare glasses, towels, rain ponchos, sunscreen and insect repellent so weather or damaged gear does not delay the start.
Set up the reception table, team ribbons, cones, whistles and safety signs before receiving participants. Keep drinks chilled, snacks portioned and vegetarian sandwiches separate so serving does not interrupt the first game.

Frequently asked questions

How far in advance should I organise a paintball day?: Book the paintball field at least 4 to 6 weeks ahead, especially for a weekend. Send invitations after the field is confirmed, and set a registration deadline about 10 to 14 days before the event.
How many people do I need for a paintball day?: The required number depends on the field’s rules and team format, so check its minimum and maximum first. Finalise the participant list at least 7 days before the day so teams, catering and equipment can be confirmed.
What should I prepare the day before a paintball event?: Check the weather forecast, confirm the equipment, do the shopping, chill drinks, portion snacks and prepare sandwiches the day before. Load transport materials only after checking the final list, route and venue access.
What food should I provide for a paintball day?: Plan at least one filling sandwich or equivalent portion per participant, plus snacks and drinks for the breaks. Collect dietary requirements before shopping and keep vegetarian portions separate from the start.

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.