Paintball match checklist

A paintball match needs more planning than booking a field and turning up with a group. You need a clear registration process, balanced teams, a competition schedule and reliable information about parking and arrival times. Equipment, safety checks and field markings should be confirmed before participants arrive. Food and drinks also need a separate plan, especially when you are collecting dietary requirements and serving a buffet afterwards. Use this checklist to work through the arrangements in the right order.

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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

Reserve the paintball field
Reserve catering location
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Assemble teams
2 people
Make the competition schedule
2 people
Send route and parking details
Confirm paintball equipment
Place catering order
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Print participant information
Prepare name stickers
Chill drinks
2 people
Prepare snacks
3 people
Prepare the buffet
3 people
Inspect the grounds
2 people
Set up the reception desk
2 people
Set up tables and chairs
3 people
Mark the competition fields
3 people
Set out safety equipment
2 people

Event

Receive participants
3 people
Register attendance
2 people
Announce the teams
Give safety instructions
2 people
Hand out paintball gear
3 people
Guide the tasting round
2 people
Guide competition rounds
4 people
Refill drinks
2 people
Serve snacks
2 people
Serve the buffet
4 people
Keep track of scores
Announce the winners
Present prizes
2 people
Collect equipment
3 people
See participants off
2 people

Aftercare

Clear away materials
4 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Chill leftover food
Return rental items
2 people
Check deposits and invoices
Return lost and found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Buffet tableqty 2
Reception desk
Party tentqty 2

Tableware

Reusable platesqty 50
Reusable cupsqty 60
Coffee cupsqty 30
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 6
Pitchersqty 6

Equipment

Coolersqty 4
Coffee maker
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Sports equipment

Paintball markersqty 45
Paintball masksqty 45
Protective coverallsqty 45
Glovesqty 45
Paintball pelletsqty 18000
Compressed air cylindersqty 12
Team ribbonsqty 50
Field marker polesqty 20
Scoreboardsqty 4
Whistlesqty 4
Prizesqty 3

Safety

First aid kitsqty 2
Safety gogglesqty 10
Flashlightsqty 6

Decorations

Name stickersqty 50
Markersqty 12
Competition formsqty 60
Pensqty 20

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Microfiber clothsqty 12
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Book the paintball field and catering location before sending invitations. Give yourself at least 3–4 weeks to collect registrations, dietary requirements and any required deposits.
Close registrations several days before the match, then update the participant list and assemble teams. Create the competition schedule before the event day so each round has a start time and teams know where to go.
Confirm the equipment order at least 7 days in advance. Check the number of paintball markers, masks, coveralls, gloves, goggles, pellets and compressed-air cylinders against the final participant count.
Send route and parking details with the arrival time, ideally 3–5 days before the match. Print participant information and prepare name stickers so the reception desk can process arrivals quickly.
Set up the reception desk, tables, seating, buffet and safety equipment before participants arrive. Chill drinks early, keep snacks covered, and inspect the grounds before marking the fields and placing field marker poles.

Frequently asked questions

How far in advance should I organise a paintball match?: Start booking the field and catering location 3–4 weeks before the match. Send invitations as soon as both bookings are confirmed, and close registrations at least 5–7 days before the event.
How much paintball equipment do I need per person?: Plan one working marker, mask, protective coverall and pair of gloves for every participant, plus enough paintball pellets and compressed air for the scheduled rounds. Confirm the final quantities 7 days before the match.
When should I make the paintball teams and schedule?: Assemble teams and make the competition schedule 2–3 days before the match, after registrations close. This gives you time to balance team sizes and print the participant information.
When should I prepare food and drinks for a paintball event?: Place the catering order and check dietary requirements at least 7 days ahead. Chill drinks and prepare snacks on the day, then set up the buffet before the first participants arrive.

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.