Tournament Director Checklist

Tournament Director Checklist

The difference between a great tournament and a chaotic one is almost always preparation.

🗓️ 8+ Weeks Before Tournament

Venue & Logistics

• [ ] Secure venue contract with dates and times locked
• [ ] Confirm parking capacity and arrange overflow if needed
• [ ] Verify restroom facilities (ratio: 1 per 75 people minimum)
• [ ] Plan field/court layout and numbering
• [ ] Confirm concessions plan (in-house vs. vendor)
• [ ] Arrange first aid station with certified personnel

Registration

• [ ] Open online registration (use The Squad or similar platform)
• [ ] Set registration deadline and payment terms
• [ ] Create waitlist process for oversubscribed brackets

Officials

• [ ] Contact your officiating association or assignor
• [ ] Confirm rate schedule and payment method
• [ ] Schedule assignment coordinator for game-day

🗓️ 4 Weeks Before

Communication

• [ ] Send acceptance/confirmation emails to all registered teams
• [ ] Share tournament rules and format document
• [ ] Post schedule on tournament website/app
• [ ] Send directions and parking map

Equipment

• [ ] Order/confirm balls, nets, corner flags, goals
• [ ] Secure scoreboard or scorekeeping app
• [ ] Order awards (trophies, medals, certificates)
• [ ] Confirm first aid supplies inventory

🗓️ 1 Week Before

• [ ] Send final schedule to all teams (confirm game times)
• [ ] Brief all volunteers on their roles
• [ ] Prepare registration packets (wristbands, programs, schedules)
• [ ] Test all technology (PA system, scoring app, payment terminal)
• [ ] Confirm food and beverage delivery times

✅ Day Before

• [ ] Set up venue (nets, goals, signage, registration tables)
• [ ] Prep registration packets in alphabetical order
• [ ] Brief officials coordinator
• [ ] Post field maps at entrance

🎫 Tournament Day

Morning Setup (2 hours before first game)

• [ ] Open registration/check-in
• [ ] Verify officials are present and assigned
• [ ] Test PA system
• [ ] Confirm medical personnel is on-site
• [ ] Brief all staff and volunteers (10-min morning meeting)

During Tournament

• [ ] Monitor schedule adherence (games running on time?)
• [ ] Track scores in real time
• [ ] Handle disputes according to published protest procedure
• [ ] Monitor weather — have lightning/rain protocol ready

Closing

• [ ] Award ceremony — all finalists, not just champions
• [ ] Distribute all-tournament team/MVP awards
• [ ] Collect all equipment, nets, goals
• [ ] Thank officials, volunteers, and vendors

📧 Post-Tournament (Within 3 Days)

• [ ] Send thank-you emails to all participants
• [ ] Post final results and standings
• [ ] Process vendor payments
• [ ] Complete incident reports (if any)
• [ ] Send post-tournament survey to coaches and parents
• [ ] Document lessons learned for next year