Rugby tournament checklist

A rugby tournament needs more than a field and a set of fixtures. You need enough time to confirm teams, appoint referees, prepare changing rooms, arrange first aid and make the match schedule work without delays. Start with the venue and date, then move through registration, staffing, equipment and event-day catering. This checklist covers the practical details that are easy to miss, including dietary information, parking instructions, printed competition cards and refreshments for players and volunteers.

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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
2 people
Reserve sports field
Reserve changing rooms
Book referees
Arrange first aid staffing
Draw up tournament rules
2 people
Create the match schedule
2 people
Invite teams
2 people
Publish promotion
Open the registration form
Process registrations
2 people
Check contact details
Collect dietary requirements
Confirm team assignments
2 people
Send the competition schedule
Assign volunteers
2 people
Inform the referees
Send parking information
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Print competition cards
Prepare team registration
2 people
Fill coolers
2 people
Set out fruit and snacks
2 people
Inspect the site
3 people
Mark out fields
4 people
Set up goals
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Test sound system
2 people
Set up the first aid station
2 people
Place signs and direction arrows
2 people
Hold referee briefing
5 people
Hold a volunteer briefing
4 people

Event

Staff the registration table
2 people
Welcome the teams
3 people
Release the playing fields
2 people
Announce the opening
Supervise races
6 people
Record results
2 people
Manage playing time and substitution signals
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Serve coffee and tea
2 people
Staff the first aid station
2 people
Check toilets
Empty trash bins
2 people
Guide the finals
6 people
Present prizes
2 people
Inform the audience about departure

Aftercare

Gather sports equipment
4 people
Clear the site
5 people
Clear tables and chairs
4 people
Take down party tents
4 people
Sort and dispose of waste
3 people
Wash tableware and equipment
3 people
Clean changing rooms
2 people
Leave the site clean
3 people
Return materials
2 people
Return borrowed items
2 people
Handle the deposit and keys
Sort lost property
Publish results
Inform participants of the results

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 6
Registration desk
Clothes racksqty 4

Sports equipment

Rugby ballsqty 12
Rugby goalsqty 4
Conesqty 80
Field marking tapeqty 6
Training bibsqty 40
Whistlesqty 8
Stopwatchesqty 4
Scoreboardsqty 4
Spare ball pumpqty 2

Equipment

Mobile sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Laptopsqty 2
Label printer

Tableware

Reusable cupsqty 250
Coffee cupsqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 4
Measuring cupsqty 2

Decorations

Team flagsqty 12
Start and finish signqty 2
Competition information postersqty 8
Tableclothsqty 10

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

First aid kitsqty 2
Ice packsqty 30
Prize boxesqty 4
Medalsqty 60
Cash float box
Wristbandsqty 250
Clipboardsqty 8
Pensqty 30
Name stickersqty 250
Portion cupsqty 150
Water jugsqty 10
Thermal labelsqty 6
Cooling vestsqty 4
Groceries

Tips

Set the date and reserve the sports field before inviting teams. Confirm changing rooms, access times and whether rugby goals, field marking and power are already available at the venue.
Close registration early enough to build balanced team assignments and a workable schedule. Allow at least 7 days to check contact details, collect dietary requirements and send the final competition schedule.
Arrange referees and first aid staffing before publishing the tournament details. Give referees the rules, match schedule and arrival information at least 3 days before the event.
Prepare a clearly marked registration desk with the laptop, label printer, team information and printed competition cards. Set it up before the first teams arrive so check-in does not delay the opening matches.
Plan refreshments around the match timetable, not just the headcount. Fill coolers before play starts, and set out fruit, snacks, reusable cups and hot drinks where players and volunteers can reach them between matches.

Frequently asked questions

How far in advance should I organise a rugby tournament?: Start venue and date planning at least 8 to 12 weeks ahead. Open registration once the field, changing rooms, referees and first aid arrangements are confirmed, then close it about 7 days before the tournament.
When should I send the rugby tournament schedule to teams?: Send the final schedule and team assignments at least 3 days before the event. Include arrival times, parking information, registration instructions and any tournament rules so teams do not need clarification on the morning.
How many referees and volunteers do I need for a rugby tournament?: Plan one referee for every match running at the same time, plus at least 2 volunteers for registration, field support and refreshments. Add a named first aid person or team for the full playing period.
What food and drinks should I prepare for a rugby tournament?: Provide water and roughly 2 to 3 drinks per person for the first hour, then replenish throughout the day. Prepare fruit and snacks for breaks, and confirm dietary requirements at least 7 days before shopping.

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.