Rugby tournament checklist

A rugby tournament needs more than a booked pitch and a set of fixtures. You need time to register teams, confirm referees and supervisors, prepare the competition format, and make sure every match-day detail is covered. This checklist takes you from choosing the date and location through to printing forms, checking equipment and preparing for bad weather. Use it to keep registrations, payments, volunteers, facilities and awards on track without leaving key decisions until tournament week.

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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
Define the competition format
2 people
Invite teams
2 people
Send registration form
Contact referees
2 people
Contact competition supervisors
2 people
Check permits and notifications
Confirm the sports field reservation
Confirm dressing room reservation
Process registrations
2 people
Record team captains' contact details
Collect dietary requirements
Create the volunteer schedule
2 people
Draw up the match schedule
2 people
Send the rules to teams
Check participant list
2 people
Check payments
Send a reminder to teams
Order prizes and medals
Check the weather forecast
Confirm backup weather plan
2 people
Do the shopping
3 people
Collect sports equipment
2 people
Check prizes and medals
Print competition forms
Print team assignments and schedule
Fill coolers
2 people
Portion out fruit and snacks
3 people
Set out clothing and materials
2 people
Conduct site inspection
2 people
Mark out fields
4 people
Set up goals and protective covers
4 people
Set up tents and tables
4 people
Set up chairs and benches
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Check changing rooms
2 people
Check toilets
2 people
Set up first aid table
2 people
Give referee briefing
2 people

Event

Open team registration
3 people
Hand out team rugby shirts
2 people
Explain the game rules
2 people
Open and take a team photo
3 people
Supervise races
8 people
Keep track of match scores
2 people
Carry out timekeeping
2 people
Staff water stations
2 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Serve coffee and tea
2 people
Replenish lunch buffet
3 people
Empty trash bins
2 people
Check the changing rooms intermittently
2 people
Record injuries
2 people
Supervise the final match
6 people
Check the final standings
2 people
Prepare awards ceremony
3 people
Carry out award ceremony
3 people
Serve the last drinks round
2 people
Guide team departures
3 people
Collect lost and found items
2 people

Aftercare

Gather sports equipment
4 people
Take down tents and furniture
5 people
Clear the fields
4 people
Collect and sort waste
4 people
Wash dishes and supplies
3 people
Clean the catering area
3 people
Clean changing rooms
3 people
Clean the restrooms
2 people
Check material stock
2 people
Return borrowed equipment
2 people
Store leftover stock
2 people
Return the deposit and keys
Send results to teams
Send a thank-you message to volunteers

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 8
Benchesqty 12
Tableclothsqty 10

Sports equipment

Rugby ballsqty 12
Conesqty 40
Field marking tapeqty 8
Measuring tapesqty 2
Rugby goalsqty 4
Goalpost protectorsqty 4
Training bibsqty 40
Whistlesqty 8
Spare shoelacesqty 12
Water jerry cansqty 8
Drinking cups for playersqty 200
Coolersqty 8
Towelsqty 20
Spare ball pumpqty 2
Ball needlesqty 10
Scoreboardsqty 4
Stopwatchesqty 4
Prizesqty 4
Medalsqty 40
First aid kitsqty 2
Ice packsqty 20
Blanketsqty 4
Rain ponchosqty 20

Equipment

Megaphonesqty 2
Walkie-talkiesqty 8
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 6
Power banksqty 4
Laptopsqty 2
Tabletsqty 2
Printer
Cash registersqty 2

Lighting

Work lightsqty 4
String lightsqty 6
Flashlightsqty 8

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 100
Water jugsqty 12
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolers for Cateringqty 4
Thermos flasksqty 6
Serving traysqty 6
Pliersqty 8
Measuring cupsqty 2
Aluminum foilqty 4
Food storage containersqty 12

Decorations

Buntingqty 8
Team name signsqty 8
Directional signsqty 10
A4 multi-boardsqty 6

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Set the format before inviting teams. Decide how many teams can enter, how matches will run and how long the tournament day will be, then include those details in the registration form.
Confirm the pitch, changing rooms, permits and officials early. Recheck the field and dressing room reservations at least 2–4 weeks before the tournament, because a missing facility can disrupt the whole schedule.
Close registrations before drawing up fixtures. Allow at least 7 days to check participant lists, payments, captains’ contact details and dietary requirements before sending the final match schedule and rules.
Build the volunteer rota around the timetable, not just the number of jobs. Cover match control, scoreboards, team check-in, water, first aid and equipment, with named replacements for each key role.
Prepare for weather before the forecast becomes urgent. Check conditions 3–5 days ahead, confirm the backup plan, and inspect practical items such as tents, rain ponchos, blankets, water containers, ice packs and field-marking supplies.

Frequently asked questions

How far in advance should I organise a rugby tournament?: Start 8–12 weeks before the tournament if several teams, referees, officials and facilities are involved. Book the pitch and changing rooms first, then allow at least 4 weeks for registrations and staffing.
When should rugby tournament registrations close?: Close registrations at least 7 days before the event so you can verify payments, dietary requirements, team contacts and the participant list. Send the final fixtures and rules after those checks are complete.
How many referees do I need for a rugby tournament?: Plan for at least one referee per match slot, plus a reserve if matches run on more than one pitch or last-minute changes are likely. Confirm availability no later than 3–4 weeks before match day.
What should I prepare for bad weather at a rugby tournament?: Review the forecast 3–5 days before the event and agree on a backup plan before teams arrive. Prepare shelter, rain protection, warm blankets, drinking water, ice packs and a way to protect paperwork and equipment.

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.