Complete Game Day Operations: The Master Checklist for Coaches and Administrators

Why Game Day Operations Matter

A missed referee confirmation. An unlocked equipment room. A last-minute field marking crisis. Any one of these seemingly small failures can cascade into a chaotic game day that reflects poorly on your program and frustrates everyone involved.

The most professionally run programs treat game day as a logistics operation, not just a sporting event.

72 Hours Before the Game

Communications:

• [ ] Send game-day information to families: time, location, parking, uniform, what to bring
• [ ] Confirm referee assignment with officiating coordinator
• [ ] Confirm opposing team's attendance
• [ ] Verify field reservation or facility access

Equipment:

• [ ] Inventory game equipment (balls, goals, nets, timing equipment)
• [ ] Wash and prepare uniforms if not player-managed
• [ ] Charge any electronic equipment (scoreboards, tablets, walkie-talkies)

Day Before the Game

• [ ] Check weather forecast — have a communication plan ready if weather is questionable
• [ ] Confirm your game-day volunteer assignments
• [ ] Prepare the team sheet and lineup
• [ ] Pack the medical kit and verify contents
• [ ] Notify families of any last-minute changes immediately

Day of Game: Arrival Sequence

Recommended Arrival Times

Field Setup Checklist

• [ ] Goals positioned and nets secured (test net integrity)
• [ ] Field marked with corner flags or cones
• [ ] Bench areas prepared (chairs if available, water station)
• [ ] Scoreboard or score-tracking system ready
• [ ] First aid kit accessible on the sideline
• [ ] Weather protocol signage posted if applicable

Medical and Safety Essentials

Medical Kit Contents:

• Ice packs (chemical activation or frozen)
• Athletic tape and pre-wrap
• Wound care supplies (gauze, antiseptic wipes, bandages)
• Gloves (disposable, for blood exposure)
• AED location confirmed and accessible
• Emergency contact list for all athletes
• Incident report forms

Designated medical lead: Identify who handles medical situations before the game. If you have an athletic trainer, they are the lead. If not, designate a coach or volunteer and ensure they know the location of the nearest emergency room.

Weather Emergency Protocol

Lightning protocol (non-negotiable):

• At first visible lightning: teams move to shelter immediately
• Return to play only 30 minutes after the last thunder or lightning
• This is not a judgment call — follow the protocol every time

Heat protocol:

• Provide water at minimum every 20 minutes for youth athletes
• In heat index above 90°F, increase water breaks
• Watch for heat exhaustion symptoms: dizziness, excessive sweating, confusion, nausea

Post-Game Checklist

Immediate (within 30 minutes of final whistle):

• [ ] Player safety check (any injuries to document or follow up on?)
• [ ] Team debrief (keep it short — 5 minutes maximum immediately post-game)
• [ ] Equipment collection and inventory
• [ ] Field clean-up (trash picked up, goals secured)
• [ ] Thank and pay referees

Within 24 hours:

• [ ] Update game results in league system
• [ ] Send a brief post-game communication to families
• [ ] Complete any incident reports
• [ ] Begin preparation for next game

Building Your Game Day Team

Brief your entire team the night before every game. Fifteen minutes of pre-game alignment saves hours of game-day firefighting.