The checklist for your tournament

Organising a tournament presents a comprehensive challenge that requires meticulous planning and coordination. To ensure a successful tournament, it is crucial to consider the various aspects of tournament organisation. This article provides a basic checklist and important tips that should be observed when planning a tournament.

4 Months Prior

• Organisation and Planning: Appointing a responsible person or establishing an organisation team, setting the date, obtaining permission from the local council, inspecting and possibly equipping the venue, searching for cooperation partners and sponsors.
• Communication and Registration: Sending letters and invitations to clubs, creating a schedule and draft programme, official tournament registration and requesting referees.
• Financial and Logistical Preparations: Setting up an account for the tournament, organising supervisors, helpers and first aid, creating and publishing the announcement, starting public relations.

2 Months Prior

• Detailed Planning: Organising commercial providers and internal club support, creating a press release, organising prizes and trophies, planning side events.

1 Month Prior

• Finalisation: Assigning helpers and supervisors, ordering beverages, reviewing GEMA (royalty collection society) guidelines, checking required materials, sending a second letter to participating clubs.
• Creating the Tournament Plan: Based on the number of teams, tournament mode, playtimes, special rules, etc. The modern solution of the CoachingArea tournament planner is particularly suitable for this.

Just Before the Tournament

• Infrastructure Preparation: Providing electricity and water supply, checking finances, controlling material deliveries, setting up first aid, inviting the local press.
• Adjusting the Tournament Plan: For last-minute cancellations.

During the Tournament

• Execution: Positioning tournament directors, sharing the tournament plan digitally and/or displaying it with a QR code, welcoming and supervising teams, assigning and supervising helpers, taking care of guests of honour and referees, managing the gameplay and the award ceremony, paying the referees, bidding farewell to the teams and dismantling.

After the Tournament

• Follow-up: Evaluating the tournament, accounting for expenses, final financial balance, sending out a summary/resonance for the press, discussing the overall process, financial auditing, evaluating public relations, analysing any questionnaires, overall conclusion and preview of the next tournament.

Things to Pay Attention To

In addition to the basic checklist, there are specific aspects that are crucial for the successful execution of a tournament:

• High-Quality Prizes: Medals and trophies increase the motivation of the participants and serve as mementos.
• Shaded Seating Areas: Especially at summer tournaments, it is important to provide enough shaded places for spectators.
• Contingency for Bad Weather: A plan B for bad weather is essential to continue the tournament in case of rain.
• Refreshment Stations: Providing water is especially important at high temperatures for the health of participants and spectators.
• Privacy for Teams: Individual cabins for teams offer retreat possibilities and contribute to the professionalism of the tournament.

The organisation of a tournament requires comprehensive planning and attention to detail. By following the mentioned checklist and tips, the complexity of the process can be reduced, and a successful event can be ensured. Involving the community and seeking support when needed are key aspects that facilitate the organisation. With the right preparation and an effective team, any tournament, regardless of its size or sport, can become a significant event.

Quellen

1. https://www.teamsportbedarf.de/tpl/download/Checkliste_Turnierplanung.pdf

2. https://www.azonline.de/sport/fussball/die-turnierplanung-darauf-sollten-sie-achten-2559617?&npg