The Tournament Weekend
Playbook

Tournament weekends are the ultimate test of a team manager's organizational skills. Hotels for 15 families. Carpool logistics for a venue 3 hours away. Game schedules that change at midnight. A parent who forgot the med kit. Another who booked a hotel 45 minutes from the venue because it was "cheaper." This is your Super Bowl. And with a plan, it doesn't have to be chaos.

4 Weeks Before: The Setup

• Confirm registration and roster. Double-check that the team is registered, the roster is submitted, and player passes are current. Last-minute roster issues are a panic you can prevent.
• Research the venue. Athleos venue guides cover many tournament locations — check our venue directory. Look up field addresses, parking details, nearby restaurants, and local hospitals.
• Negotiate hotel blocks. Call 3-4 hotels near the venue. Ask for team rates, complimentary rooms for every 10 booked, and late checkout on Sunday. Distribute options with clear deadlines.
• Send the "Big Picture" message. Dates, venue name, hotel options, estimated costs, and a "respond by [date]" deadline for commitments.
• Start a budget estimate. Registration fees, hotel costs, gas/carpool estimates, team meals. Parents want to know what this weekend will actually cost.

2 Weeks Before: The Details

• Finalize headcount. Who's in, who's out, who's "tentative" (which means out — trust me).
• Organize carpools. Match families by location. Assign departure times. Confirm driver insurance and vehicle capacity.
• Plan team meals. Pre-game carb loading? Tournament dinner? Sunday brunch? Book reservations now — not the night before when everything is full.
• Compile emergency contacts. Print physical copies. Yes, physical. Your phone will die at the worst possible moment. (Use our emergency cards template.)
• Create a packing list for parents. Jersey (both), shorts, socks, cleats, water bottles, sunscreen, snacks, camp chairs, pop-up tent for shade, charger, cash for parking.

1 Week Before: Final Prep

• Confirm game schedule. Pool play times are often released a week out. Get the bracket ASAP and share it with the team.
• Print everything. Schedule, emergency contacts, hotel addresses, venue map, gate pass instructions. Put them in a binder. Yes, a binder. You are the Director of Operations.
• Send the "Final Details" email. One message with everything: schedule, meeting point, hotel confirmation, what to bring, arrival time, team dinner details.
• Pack the team kit. First aid kit, extra water, snacks, ice, team canopy, cones, roster copies, player passes, tournament registration confirmation.
• Charge everything. Phone, portable charger, walkie-talkies if you're fancy. Information dies when batteries die.

Game Day: The Checklist

• Arrive 60 minutes early. Find the field, locate parking, set up the team area. You're the advance party.
• Set up the team camp. Canopy, chairs, cooler, med kit, snack station. Make it look organized — because it is.
• Do a headcount. Cross-reference against your RSVP list. If someone is missing, text them. Don't wait.
• Confirm gate passes and player cards. Some tournaments check these at the field. Have them accessible, not buried in your car.
• Monitor the bracket. Games run ahead, games run behind. Keep an eye on the tournament app or website and alert the team to schedule changes.
• Handle the "between games" window. Where do families go? When do they need to be back? Be specific: "Next game is at 2:15 on Field 4. Be back at 1:45."

Post-Tournament: Wrap It Up

• Send a thank-you message. "Great weekend, team! Thanks to everyone who drove, set up, and showed up. You all made it possible."
• Settle finances. Collect remaining payments. Update the budget tracker. Transparency kills resentment.
• Collect feedback. "What worked? What didn't? Anything we should change for the next one?" Two questions, max.
• Update your tournament file. What hotel was best? What restaurant worked for the team dinner? Notes for next time save future-you hours of research.