Pétanque tournament checklist

A pétanque tournament runs smoothly when the playing area, format and match schedule are settled before participants arrive. Start by reserving the field, setting the competition rules and tracking registrations, then confirm volunteers, prizes and dietary requirements. On the day, allow time to inspect and mark the fields, prepare score sheets and badges, and set up registration, seating and refreshments. Use this checklist to keep the practical details 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 field
Set the tournament format
2 people
Set competition rules
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Keep track of the participant list
Assign volunteers
2 people
Order prizes
Create the match schedule
Confirm start times
Check the weather forecast
Send final information to participants
Do the shopping
2 people
Collect prizes
Collect materials
2 people
Fill coolers
2 people
Print score sheets
Making participant badges
2 people
Set out coffee and tea
2 people
Inspect the site
2 people
Set up playing fields
4 people
Clear the field of obstacles
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up competition table
2 people
Put up the information board
Hang up decorations
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the catering table
2 people
Prepare coffee and tea
2 people
Prepare team assignments
Brief volunteers
2 people

Event

Open the registration desk
2 people
Register participants
2 people
Explain the tournament rules
Send teams to the playing fields
2 people
Supervise the first round
4 people
Record results
2 people
Refill drinks
2 people
Serve snacks
2 people
Check play areas in between
2 people
Supervise the second round
4 people
Serve break drinks
2 people
Support the third round
4 people
Announce finalists
Lead the final
3 people
Prepare awards ceremony
2 people
Hold the awards ceremony
2 people
Serve the final drinks round
2 people
See participants off
2 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle the playing fields
4 people
Take down party tents
4 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Clean coolers
2 people
Store leftover stock
2 people
Archive score sheets
Publish the results

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Beer table setsqty 4
Registration desk

Sports equipment

Pétanque setsqty 12
Wooden throwing ringsqty 8
Goal ballsqty 8
Field markingsqty 16
Measuring tapesqty 4
Conesqty 24
Scoreboardsqty 8
Prizesqty 6
Participant badgesqty 60
Whistlesqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Knivesqty 4
Serving traysqty 6

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
LED lanternsqty 8

Decorations

Buntingqty 8
Tournament banner
Tableclothsqty 8

Office

Clipboardsqty 12
Pensqty 30
Waterproof markersqty 12
Score sheetsqty 100
Paper registration formsqty 70
Tapeqty 4
Scissorsqty 4

Cleaning

Waste binsqty 8
Hand brushes and dustpanqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the tournament format and competition rules before sending invitations. Participants need to know how teams are formed, how many matches to expect and when the first game starts.
Close registrations early enough to create the match schedule and print score sheets. A final participant list also gives you time to assign volunteers and prepare badges.
Inspect the site before setting up the fields. Remove obstacles, check the playing surface and place field markings, cones, scoreboards and measuring tapes where officials can reach them quickly.
Confirm the weather forecast and prepare the party tents, tables and chairs before tournament day. Do not leave extension cords, power strips or string lights until the last minute if the site needs electricity.
Prepare refreshments as a separate setup task: fill the coolers, prepare ice, and set out coffee, tea, reusable cups and serving equipment before registration opens. Collect dietary requirements before shopping so the food plan is not based on guesses.

Frequently asked questions

How far in advance should I organise a pétanque tournament?: Reserve the field and decide the format at least 6 to 8 weeks ahead. Send invitations once the date, start time and competition rules are fixed, then close registrations early enough to build the match schedule.
How many pétanque sets do I need for a tournament?: Plan one complete pétanque set for each court running at the same time, plus at least 1 spare set. Confirm the number of simultaneous matches after registrations close, because that determines the required playing fields and equipment.
When should I create the pétanque match schedule?: Create it after registrations close and no later than 3 to 5 days before the tournament. Print the score sheets and prepare participant badges at the same time, then send the final information with arrival and start times.
What should I prepare on the morning of a pétanque tournament?: Inspect the site, clear obstacles and set up the fields before participants arrive. Allow at least 90 minutes for field markings, registration, seating, scoreboards, refreshments, coolers and a final equipment check.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.