Walking Football Tournament Checklist

Organising a walking football tournament takes more than booking a pitch and inviting teams. You need enough changing space, a workable match schedule, trained referees, first aid cover and equipment that can be checked before the first kick-off. This checklist follows the planning order, from setting the date and opening registration to confirming numbers, preparing the fields and chilling the drinks. Use it to keep late arrangements from becoming match-day problems.

Organize this event for free with Lizzt

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 football fields
Reserve changing rooms
Draw up the match schedule
2 people
Invite teams
2 people
Open registration form
Send invitations
2 people
Contact referees
Contact the first aid attendant
Make catering arrangements
2 people
Process registrations
2 people
Collect dietary requirements
Confirm team assignments
2 people
Send participant information
2 people
Send competition rules
Order prizes
Assign volunteers
2 people
Check the shopping list
2 people
Check tournament materials
2 people
Check the weather forecast
Create an alternative field plan
2 people
Confirm participant numbers
2 people
Do the shopping
3 people
Collect prizes and medals
Chill drinks
2 people
Prepare lunch packages
3 people
Print competition forms
Label team tables
2 people
Pick up venue keys
Inspect the site
2 people
Open changing rooms
Mark out fields
4 people
Prepare match balls
2 people
Set up the reception desk
2 people
Build the catering buffet
3 people
Set up seating
3 people
Prepare registration materials
2 people
Prepare first aid supplies
Test audio and microphone
2 people
Brief volunteers
3 people
Brief the referees
2 people

Event

Register teams
4 people
Receive participants
3 people
Open tournament
2 people
Guide teams to the fields
2 people
Supervise races
8 people
Keep track of match scores
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Check rest area
Record injuries
Announce interim results
Guide the finals
6 people
Open the buffet
3 people
Serve the buffet
4 people
Collect tableware
2 people
Wash dishes
3 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
See off guests and manage departure
3 people

Aftercare

Gather competition materials
4 people
Clear the fields
4 people
Dismantle furniture
4 people
Clean up catering
3 people
Collect waste
3 people
Clean changing rooms
2 people
Check toilets
2 people
Leave venue clean
3 people
Return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Publish results
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 100
Beer tablesqty 8
Bar stoolsqty 8
Tableclothsqty 12

Sports equipment

Walking footballsqty 12
Conesqty 60
Marker conesqty 80
Mini goalsqty 8
Field marking tapeqty 4
Referee whistlesqty 8
Referee vestsqty 8
Training bibsqty 40
Ball netsqty 4
Game clocksqty 4
Scoreboardsqty 4
Water cratesqty 8
Team bibsqty 80
Reserve footballsqty 4
Scorecard holdersqty 4
Clipboardsqty 8
Pensqty 30
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 6
Cooling spraysqty 4
Athletic tapeqty 8
Kinesiology tapeqty 4
Towelsqty 20
Spare vestsqty 20

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Hot drink urnsqty 4
Coffee machinesqty 2
Kettlesqty 2
Bain-marie traysqty 4
Water dispensersqty 4
Stopwatchesqty 4
Power banksqty 4

Catering

Groceries

Tableware

Coffee cupsqty 120
Glassesqty 150
Coffee spoonsqty 120
Serving utensilsqty 20
Serving plattersqty 20
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 10
Pliersqty 8
Measuring cupsqty 4
Coolersqty 6
Thermos flasksqty 6

Decorations

Stage signsqty 3
Team name signsqty 8
Arrow signsqty 20
Prize table
Cupsqty 3
Medalsqty 80
Certificatesqty 80
Name stickersqty 120

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cartsqty 2
Toilet brushesqty 4

Tips

Set the date and reserve the football fields and changing rooms at least 8–12 weeks ahead. Check how many pitches can run at once before drawing up the match schedule.
Close registration early enough to confirm team assignments and publish the schedule. Aim to send participant information and competition rules 7–10 days before the tournament.
Count equipment against the confirmed number of teams, not an estimate. Check walking footballs, reserve footballs, bibs, cones, mini goals, scoreboards and game clocks before loading the venue.
Book referees and a first aid attendant as soon as the tournament date is fixed. Assign volunteers 1–2 weeks beforehand, including people for registration, scores, refreshments and equipment.
Check the weather forecast 3–5 days before the event and prepare the alternative field plan. Do the shopping after participant numbers and dietary requirements are confirmed, then chill drinks on the day before.

Frequently asked questions

How far in advance should I organise a walking football tournament?: Start 8–12 weeks before the event. Reserve the fields and changing rooms first, then allow time for team invitations, registration, referees, first aid cover and catering.
How many footballs do I need for a walking football tournament?: Plan at least one match ball per active pitch and keep 2–4 reserve footballs available. Check the balls, nets, cones and mini goals before the teams arrive.
When should I send the walking football tournament schedule?: Send the confirmed schedule and competition rules 7–10 days before kick-off. Confirm team assignments after registration closes so participants receive accurate information.
What should I do if the weather is bad on tournament day?: Check the forecast 3–5 days beforehand and prepare an alternative field plan. Confirm with the venue which pitches, tents or indoor spaces are available before sending final instructions.

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.