Phase 1: Venue Selection (6+ Weeks Out)
Before booking, confirm non-negotiables:
Playing surfaces: number of simultaneous fields, dimensions, surface condition, backup fields available.
Facilities: Restrooms (minimum 1 toilet per 75 attendees), running water, covered spectator area, power access.
Logistics: Parking capacity, accessibility, vehicle access for setup/breakdown, cell coverage on site.
Phase 2: Site Coordination (3–4 Weeks Out)
Confirm your booking with written confirmation. Get names and contacts for day-of venue staff. Agree on what's included vs. what you must bring. Walk the site together to confirm field layout and spectator zones.
Confirm external vendors: first aid (minimum 1 certified responder per 4 fields), concessions (arrival, setup, health permit), portable toilets if needed.
Phase 3: Setup Day
Fields: lined, goals in place and nets secured, corner flags, spectator zones marked, team areas designated.
Signage (saves hundreds of questions): tournament welcome banner, directional signs to all areas, field numbers visible from distance, schedule board at central location, first aid location clearly marked.
Phase 4: Day-of Operations
Confirm first aid is on site before the first game. Brief all referees together. Test PA system. Walk fields between rounds for hazards. Monitor parking. Check restrooms at lunch break.
Weather monitoring: Designate one person with a lightning tracker. Establish and communicate the lightning protocol and 30-minute clear rule before the event starts.
Phase 5: Breakdown and Post-Event
Collect all equipment, remove signage, report field damage, confirm clean-up is complete. Send vendor and staff thank-yous within 24 hours.
The tournament director who executes venue logistics this cleanly becomes the one everyone calls to run next year's event.