📅 2 Weeks Before
Confirm final
headcount / RSVP list Book hotel
rooms (confirm team block) Organize
carpool assignments Reserve team
dinner restaurant Send parent
packing list Print
emergency contact cards Verify player
passes / registration
📋 1 Week Before
Get game
schedule / pool play bracket Send "Final
Details" message to team Confirm gate
pass / entry requirements Print
schedule, venue map, and directions Assign snack
duty for each game Check weather
forecast — adjust plans if needed
🌙 Night Before
Pack team
kit: first aid, extra water, ice, cooler Pack binder:
rosters, emergency cards, schedule Team canopy,
chairs, cones, pinnies Charge phone
+ bring portable charger Send
"departure time" reminder to families Cash for
parking / gate fees
⚾ Game Day
Arrive 60 min
early — locate fields and parking Set up team
camp (canopy, chairs, cooler, med kit) Do player
headcount — text missing families Confirm gate
passes / player cards accessible Distribute
game schedule to all parents Identify
nearest restrooms and concessions Monitor
bracket for schedule changes
⏸️ Between Games
Communicate
next game time and field to all families Ensure
players have food and hydration Restock ice /
water supply Check first
aid kit — restock if used
🏁 Post-Tournament
Confirm all
players have rides home Collect team
equipment (canopy, cooler, etc.) Send
thank-you message to families Settle
outstanding finances Note what
worked / what to improve for next time Hotel
checkout — no lost jerseys in the room!