School tournament checklist

A school tournament needs more than teams and a timetable. You need to secure the venue, define age groups and rules, limit entries, arrange referees and first-aid cover, and give volunteers clear shifts. Start registrations early enough to check team details and dietary requirements before creating pools and matches. This checklist takes you from the first booking to the final equipment and shopping check, so fewer details are left until tournament morning.

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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 the sports venue
Reserve competition fields
Draw up competition rules
2 people
Determine age groups
2 people
Set participant limit
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Approach sponsors
2 people
Book referees
2 people
Recruit volunteers
2 people
Arrange first aid coverage
Process registrations
2 people
Collect dietary requirements
Check team details
2 people
Send participant confirmations
2 people
Order prizes
Create the match schedule
2 people
Create pool divisions
2 people
Publish the match schedule
Create the volunteer schedule
2 people
Plan referee briefing
Send venue instructions
Check the shopping list
2 people
Do the shopping
3 people
Collect prizes and materials
2 people
Print competition forms
2 people
Prepare team registration
2 people
Gather sports equipment
3 people
Fill coolers
2 people
Open venue
2 people
Check sports flooring
2 people
Mark out fields
4 people
Set up goals and nets
4 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up catering point
3 people
Test audio and microphone
2 people
Prepare competition materials
3 people
Hang up signage
2 people
Set up first aid table
2 people
Display prizes
2 people

Event

Welcome volunteers
2 people
Brief the referees
2 people
Register teams
4 people
Hand out team bags
2 people
Give the opening speech
Supervise the first matches
6 people
Keep track of match scores
2 people
Inform the audience
Serve drinks
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Collect waste
2 people
Lead the rest break
3 people
Publish interim results
2 people
Serve snacks
3 people
Guide the final round
6 people
Announce finalists
Handle prize ceremony
3 people
Give a thank-you speech
Ensure participants leave safely
3 people

Aftercare

Gather sports equipment
4 people
Break down fields
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Take waste to the bins
3 people
Wash dishes
3 people
Check changing rooms
2 people
Clean the restrooms
2 people
Leave the venue clean
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Send results to schools
Register lost and found items

What to bring

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

Furniture

Registration tablesqty 3
Catering tablesqty 4
Foldable tablesqty 8
Chairsqty 80
Beer tablesqty 6
Changing room benchesqty 12

Sports equipment

Match ballsqty 12
Spare ballsqty 6
Conesqty 60
Marker discsqty 40
Start vestsqty 120
Team bibsqty 80
Goalsqty 6
Netsqty 6
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 6
Competition bibsqty 30

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
PA system
Wireless microphonesqty 2
Mobile phonesqty 6

Tableware

Reusable cupsqty 250
Platesqty 180
Bowlsqty 80
Forksqty 180
Knivesqty 120
Spoonsqty 120
Scissorsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Serving jugsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Serving plattersqty 12
Serving tongsqty 6
Ice packsqty 24

Decorations

Bib numbersqty 120
Team cardsqty 30
Program bookletsqty 150
Directional signsqty 12
Info boardsqty 6
Tableclothsqty 12
Start and finish ribbonqty 2
Buntingqty 10

Cleaning

Waste binsqty 12
Broom and dustpanqty 4
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
First aid kitsqty 2

Lighting

LED lampsqty 6

Catering

Groceries

Tips

Set the date and reserve both the sports venue and competition fields before opening registration. Confirm how many fields are available and allow time for setup, changing rooms and cleanup.
Choose age groups, competition rules and the participant limit before sending invitations. This prevents teams from registering under different assumptions and gives you a clear basis for pool divisions.
Book referees and recruit volunteers as soon as registrations open. Create separate schedules for officials, registration, catering and field support instead of assigning every job to one person.
Close registrations early enough to verify team details, dietary requirements and contact information. Send confirmations only after you know the entries fit the participant limit and match format.
Publish the match schedule after creating pools, then send venue instructions with arrival times and practical information. Before event day, test the laptop, tablets, printer, PA system, microphones, extension cords and power strips.

Frequently asked questions

How far in advance should I organise a school tournament?: Start planning at least 8 to 12 weeks before the tournament. Reserve the venue, fields, referees and first-aid cover first, then open registration once the format and participant limit are fixed.
When should school tournament registration close?: Close registration 2 to 3 weeks before the event. That gives you time to check team details, collect dietary requirements, create pools and publish a reliable match schedule.
How many volunteers are needed for a school tournament?: Plan at least 1 volunteer for registration, 1 for catering and 1 field contact for each active competition area, then add a coordinator and backup cover. The exact total depends on the number of fields and matches running at once.
What equipment should I check before tournament day?: Check match balls, spare balls, cones, bibs, goals, nets, whistles, stopwatches and scoreboards at least 3 days beforehand. Also test the laptop, tablets, printer, PA system, microphones, extension cords and power strips.

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