Tournament Day Checklist – Everything You Need at a Glance

Preparations the Day Before

Several tasks can be handled the day before the event to reduce stress on tournament day:

• Check equipment (balls, bibs, whistles, spare nets, pumps)
• Print or digitally prepare match schedules
• Prepare medals, trophies, or certificates
• Assign and inform referees
• Prepare name lists or participant overviews
• Test technical equipment (sound system, scoreboard, power supply)
• Plan and prepare catering
• Prepare signage for locker rooms, fields, and entrances

Good preparation reduces errors and ensures a structured start to tournament day.

Setup on Tournament Day

To ensure the event starts on time, sufficient time should be planned for setup. Key tasks include:

• Mark or set up the playing fields
• Correctly position goals, barriers, or Funino fields
• Set up tournament headquarters (table, chairs, laptop, power)
• Set up a first-aid station
• Install signage (locker rooms, fields, entrances)
• Set up the catering stand
• Provide garbage bins
• Clarify parking or arrival rules

A clear setup plan helps all volunteers understand their tasks and ensures a punctual start.

Fixed Seating for Each Team (Bench System)

A proven and highly practical approach is to assign each team its own designated seating area.

Simple wooden benches with tables—common in many clubs—are ideal for this purpose.

How the system works:

• Provide one bench with table per team.
• Attach each team’s laminated club logo to its bench.
• Position benches in a calm area or near the touchline.

Benefits of this system:

• Each team has a fixed place for bags, bottles, meetings, and breaks.
• The entire area appears more organized and structured.
• Coaches always know where their players are.
• Parents and children find their team more quickly.
• Fewer lost items, less chaos.
• The tournament staff can call teams more easily.
• The venue looks more professional overall.

Especially at tournaments with many teams, this system significantly improves orientation and enhances the overall atmosphere.

Team Registration and Welcome

Clear and friendly communication is essential at the start of the tournament:

• Welcome teams and direct them to tournament headquarters
• Clarify final questions about match times, fields, and rules
• Emphasize punctuality and fair play
• Provide information about waiting areas, locker rooms, and toilets
• Collect entry fees if applicable

A structured registration process helps avoid delays and ensures teams are well-informed.

Match Workflow and Game Operations

During the tournament, the following tasks should run reliably:

• Enter and verify results promptly
• Coordinate and support referees as needed
• Adhere to the schedule and communicate delays
• Send teams to their fields on time
• Monitor safety (injuries, weather, field conditions)
• Provide clear announcements via loudspeaker or displayed notices

A central contact person in tournament headquarters simplifies operations and reduces questions.

Safety and Medical Support

Participant safety has top priority. Key points include:

• A first-aid or medical station must always be accessible.
• For large crowds or multiple age groups, medical services are recommended.
• Place warning signs for slippery areas or bottlenecks.
• Ensure sufficient water stations or drink supplies.
• Communicate emergency contacts and routes clearly.

Well-prepared safety measures build confidence and enable quick response in emergencies.

Heat, Physical Strain, and Cooling on Hot Summer Days

On hot days, clubs should take extra measures to protect players and reduce physical strain.

1. Water buckets for cooling

Place buckets or small tubs with fresh water at several points so players can cool off:

• Moisten or briefly wash hands
• Pour water over head and neck
• Quick refreshment between matches

Important: Replace water regularly and position buckets safely to avoid slipping hazards.

2. Sprinkler system for mid-break watering (if available)

If the pitch has an irrigation system, it can be briefly activated to:

• cool the field surface,
• reduce dust and heat,
• give children a fun and refreshing moment.

Children usually enjoy this – and it helps reduce heat stress.

3. Set up shaded and rest areas

• Set up tents or pavilions where possible.
• Provide benches or seating in shaded areas.
• Mark dedicated rest areas for teams.

4. Schedule regular drink breaks

Organized drink breaks increase safety and are essential for younger age groups.

Why this matters:

• Children regulate body heat less effectively than adults.
• Summer matches can quickly lead to overheating.
• Planned cooling improves performance and safety.
• Coaches and parents appreciate such protective measures.

Catering, Food, and Pitch-Side Organization

A well-structured environment enhances the experience for everyone involved:

• Provide snacks, drinks, and warm meals if needed.
• Display a visible price list.
• Prepare sufficient change.
• Organize waste separation and provide enough bins.
• Offer seating or calm rest areas.

At youth tournaments, it is helpful to regularly remind participants of drink breaks and food options.

Awards Ceremony and Closing

The final phase should be well-structured to leave a positive impression:

• Verify and confirm all results.
• Prepare trophies, medals, or certificates.
• Inform teams about the time and place of the ceremony.
• Give short, appreciative thanks to helpers, referees, and guests.
• Highlight upcoming tournaments or further club activities.

A respectful awards ceremony creates a positive ending for all teams.

Takedown and Follow-Up

After the tournament, the following steps are necessary:

• Take down fields and collect equipment.
• Collect garbage and inspect the area.
• Dismantle technical equipment and store safely.
• Sort equipment and prepare it for the next event.
• Hold a short internal debrief: What went well? What should improve?
• Collect feedback from coaches or volunteers.

A structured follow-up simplifies future planning and strengthens organizational routines.

Digital Support for Tournament Day

Digital tools can significantly simplify tournament management and make many processes transparent:

• Live match schedules visible to everyone
• Automatic table updates after each match
• QR codes for spectators to access schedules and tables via smartphone
• Digital result entry by tournament staff or referees
• Central overviews for referees and coaches

Digital solutions increase transparency, save time, and support staff in busy moments.

Conclusion

A clear checklist helps structure tournament day and identify challenges early.

With good preparation, defined responsibilities, and a reliable workflow, the event becomes a positive experience for everyone involved.

With Free-Tournament you create your match schedule online – use the checklist to organize tournament day perfectly.