Ultimate Frisbee Tournament Checklist

Organising an ultimate frisbee tournament means keeping the competition, people and practical setup moving at the same time. Start by securing the date and fields, then build the match schedule, open registration and confirm teams. In the final week, brief referees and volunteers, check the pitches and lines, prepare scorecards and signs, and send participants one clear information update. This checklist also covers the details that are easy to leave too late, such as dietary requirements, chilled drinks and backup frisbees.

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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 fields
Draw up the match schedule
2 people
Set tournament rules
2 people
Send invitations
2 people
Publish registration form
Contact referees
2 people
Assign first aid provider
Process registrations
2 people
Collect dietary requirements
Send team confirmations
Update participant list
Publish the match schedule
Assign volunteers
2 people
Brief the referees
2 people
Order prizes
Check the weather forecast
Send participant information
Check fields and lines
2 people
Gather tournament materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare sandwiches
3 people
Print competition cards
Make route signs
2 people
Check first aid supplies
Charge rechargeable equipment
Prepare parking information
Inspect the grounds
3 people
Set up party tents
4 people
Set up tables and chairs
4 people
Set up the course
6 people
Place field numbers
2 people
Set up competition table
2 people
Set up registration desk
2 people
Set up the first aid station
2 people
Test sound system
2 people
Set up the catering buffet
3 people
Place waste stations
2 people
Check toilets
2 people
Give volunteer briefing
2 people

Event

Open registration
3 people
Welcome the teams
3 people
Explain the competition rules
2 people
Give the opening speech
Supervise races
8 people
Record scores
2 people
Distribute competition materials
2 people
Manage water points
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Hand out lunch packs
3 people
Record injuries
Check grounds and toilets
2 people
Announce the final
Lead the final
4 people
Present prizes
3 people
Deliver the closing speech

Aftercare

Gather competition materials
4 people
Clean up catering
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Leave sports fields clean
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Pack away the sound equipment
2 people
Collect lost and found items
Conduct site inspection
2 people
Return materials
2 people
Clean up leftovers
2 people
Inform participants of the results

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
Beer tablesqty 6
Foldable tablesqty 3
Clothes racksqty 4

Sports equipment

Ultimate frisbeesqty 16
Spare frisbeesqty 6
Conesqty 80
Line markingqty 12
Field flagsqty 24
Field number signsqty 8
Scoreboardsqty 8
Whistlesqty 10
Stopwatchesqty 8
Training bibsqty 40
Measuring tapesqty 3
Referee cardsqty 20
First aid kitsqty 2
Ice packsqty 12
Athletic tapeqty 8
Reflective vestsqty 12
Umbrellasqty 6

Equipment

Sound speakerqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Printer
Laptopqty 2
Table microphone stand

Catering

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Water jugsqty 8
Drink dispensersqty 4
Groceries

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving plattersqty 12
Soup ladlesqty 4
Pliersqty 8
Cutting boardsqty 4
Knivesqty 8

Kitchen

Gas burnersqty 2
Food warmersqty 4
Washing-up basinsqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 24
Hand soap dispensersqty 6

Decorations

Bannersqty 8
Directional signsqty 12
Bib numbersqty 100
Prize trophiesqty 3

Lighting

LED lampsqty 8
String lightsqty 6

Tips

Set the match schedule only after you know the number of registered teams. Publish the final version before the tournament so teams can plan arrival times and avoid repeated questions on the day.
Confirm referees, a first-aid provider and volunteers before sending team confirmations. Give each person a clear role and share the briefing in advance rather than explaining everything at the first whistle.
Walk every field before teams arrive. Check the lines, field flags, cones and field-number signs, and keep spare frisbees available in case one is lost or damaged.
Prepare the competition cards, scoreboards and stopwatches together in one tournament-control area. Pack whistles, referee cards, measuring tapes and training bibs there so officials are not searching between matches.
Send participant information with the route, schedule, rules and practical arrangements before the event. Chill drinks in advance, prepare sandwiches, and check access to power for the speaker, microphone, printer and coffee equipment.

Frequently asked questions

How far in advance should I organise an ultimate frisbee tournament?: Set the date and reserve the sports fields several months ahead, especially if you need multiple pitches. Open registration early enough to build a reliable match schedule and confirm teams before the final week.
What should be included in an ultimate frisbee tournament checklist?: Include fields, rules, registration, fixtures, referees, first aid, volunteers, participant communication, prizes, food and equipment. The final checks should cover field markings, signs, scoreboards, spare frisbees, drinks and printed competition cards.
When should I publish the ultimate frisbee tournament schedule?: Publish it after registrations are processed and team details are confirmed. Send the final schedule with the participant information before the tournament, then keep a printed copy at the control table.
How much food and drink do I need for an ultimate frisbee tournament?: Plan food and drinks from the confirmed participant count, including dietary requirements collected during registration. Prepare sandwiches ahead of arrival, chill drinks before the first matches and provide water jugs throughout the day.

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