Walking football tournament checklist

A walking football tournament runs smoothly when the details are fixed before the first team arrives. This checklist takes you from booking the venue and opening registration to publishing fixtures, preparing officials, checking equipment and serving food. It also covers the jobs that are easy to leave too late, such as dietary requirements, printed competition forms, charged devices and chilled drinks. Use the task and equipment lists alongside this guide, then work backwards from kick-off to set realistic deadlines.

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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 the sports venue
Confirm the field layout
Invite teams
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send tournament rules
Create the match schedule
2 people
Schedule referees
Publish the match schedule
Check contact details
Order prizes
Check the shopping list
2 people
Do the shopping
2 people
Pick up borrowed equipment
2 people
Print competition forms
Print participant lists
Prepare route signs
2 people
Set out prizes and medals
Check sports equipment
2 people
Charge equipment
Wash reusable tableware
2 people
Receive deliveries
2 people
Chill drinks
2 people
Prepare sandwiches
3 people
Set out fruit and snacks
2 people
Prepare coffee station
2 people

Event

Open and inspect venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up soccer fields
4 people
Set up goals and nets
4 people
Set up competition table
2 people
Set up the registration table
2 people
Hang up signage
2 people
Connect the sound system
2 people
Prepare first aid supplies
Brief the referees
2 people
Register teams
3 people
Opening and introduction
2 people
Supervise races
6 people
Process results
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Serve sandwiches
3 people
Collect waste during the event
2 people
Supervise the final match
4 people
Present prizes
3 people
See participants off
2 people

Aftercare

Gather sports equipment
4 people
Clear up the fields
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes and kitchen equipment
3 people
Dispose of waste
2 people
Clean the venue
4 people
Switch off equipment
2 people
Inventory materials
2 people
Return borrowed equipment
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 80
Benchesqty 6
Registration desk

Sports equipment

Walking footballsqty 10
Mini goalsqty 4
Goal netsqty 4
Conesqty 50
Field markingsqty 40
Training bibsqty 50
Referee whistlesqty 6
Stopwatchesqty 4
Ball netqty 2
Football pumpqty 2
Ball pressure gauge
Portable scoreboardsqty 4
First aid kit
Ice packsqty 12

Equipment

Laptop
Tabletsqty 2
Printer
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Charging cablesqty 6

Tableware

Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Water jugsqty 8
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Ice packsqty 16

Decorations

Tournament banner
Team table signsqty 12
Directional signsqty 8

Lighting

LED work lightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the sports venue and confirm the field layout before inviting teams. The layout affects the number of pitches, mini goals, benches, registration space and the time needed between matches.
Set a firm registration deadline and collect dietary requirements at the same time. Send the tournament rules before publishing fixtures, so teams have time to raise questions rather than doing so on match day.
Create the match schedule only after registrations are processed and referee availability is confirmed. Publish it early enough for teams to check contact details and arrival arrangements.
Check every ball, goal net, cone, bib, stopwatch and scoreboard before event day. Charge the laptop, tablets, speaker and microphone, and test extension cords and power strips before setting up.
Plan the final food and venue checks for the day before where possible. Wash reusable tableware, receive deliveries, chill drinks and prepare sandwiches only after quantities and dietary needs have been confirmed.

Frequently asked questions

How far in advance should I organise a walking football tournament?: Start venue and team planning at least 6–8 weeks before the tournament. Set the registration deadline several weeks before match day so you still have time to process entries, confirm dietary requirements and create the fixtures.
When should I publish the walking football tournament schedule?: Publish the match schedule at least 7 days before the event. Check referee assignments, team contact details and the final field layout first, then print copies for the registration desk.
How many referees do I need for a walking football tournament?: Plan one referee per active pitch for each time slot, plus a named reserve if possible. Confirm availability before creating the schedule, because a referee shortage can delay every match.
When should I prepare food and drinks for the tournament?: Receive deliveries and chill drinks the day before where storage allows. Prepare sandwiches on the event day, after attendance and dietary requirements have been checked, so you avoid unnecessary waste.

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.