1. Start with the organiser’s information
Treat the organiser’s current invitation, competition rules and timetable as the source of truth. Confirm the age group, playing format, squad limits, match length, registration deadline, arrival instructions, venue rules and how changes will be communicated.
Do not copy assumptions from another tournament. Even familiar formats can differ on substitutions, guest players, tie-breaks, equipment, parking and check-in.
- Organiser and emergency event contact saved through the club’s approved process.
- Competition format, match length and substitution rules confirmed.
- Squad and guest-player eligibility confirmed before selection.
- Registration, arrival and first-match times written down.
- Venue, parking, meeting point and equipment instructions shared.
- Club, County FA and safeguarding processes remain available outside the app.
2. Build the day backwards from the first match
| When | Coach decision | Useful output |
|---|---|---|
| Two to four weeks before | Confirm entry, format, likely squad and club approval. | Tournament record and first parent message. |
| One week before | Close availability, confirm guest eligibility and create draft teamsheets. | Named squad and rotation outline. |
| Two days before | Recheck organiser updates, travel, equipment and adult roles. | Final practical checklist. |
| On arrival | Register, confirm fixtures and identify any timetable changes. | Updated match sequence. |
| Between matches | Record the result, review actual playing time and prepare the next team. | Next teamsheet and change plan. |
| After the event | Complete records, reconcile cost notes and capture one football follow-up. | Closed tournament plan. |
3. Plan the squad across the whole event
A tournament squad is not simply one starting team repeated all day. Look across every scheduled match, planned rest, goalkeeper cover and the roles players may experience. Use the organiser’s squad and substitution rules before promising participation.
Guest-player details should be limited to the football information needed for the event. Medical, welfare, safeguarding and emergency information belongs in the club’s approved process, not Grassroots Coach.
- List confirmed and awaiting-response players separately.
- Mark any guest player only after club and competition eligibility is confirmed.
- Plan the opening shape and first changes for each known fixture.
- Spread starting, resting and goalkeeper periods across the event.
- Record actual changes so later decisions are based on what happened, not only the original plan.
4. Keep costs and practical jobs visible
| Item | Record | Boundary |
|---|---|---|
| Entry fee | Amount, due date and whether the club has dealt with it. | Grassroots Coach does not collect the payment. |
| Travel or parking | Expected cost and message sent to families. | Use the club’s approved payment and communication routes. |
| Equipment or food | What the team is providing and who is responsible. | Do not store unnecessary personal information. |
| Parent help | Named practical role and confirmation state. | Follow club supervision and safeguarding arrangements. |
Printable tournament control sheet
- Tournament, venue, organiser contact and date confirmed.
- Current rules, format, squad limit and match length checked.
- Arrival, registration and first-match times shared.
- Confirmed squad, eligible guests and awaiting replies visible.
- Fixture sequence and draft teamsheets prepared.
- Playing-time and goalkeeper plan reviewed across all matches.
- Balls, bibs, cones, kit and other required equipment assigned.
- Cost notes and payment status recorded without collecting money in the app.
- Responsible adults and practical jobs confirmed through club processes.
- Contingency message ready for delays, withdrawals or timetable changes.
How Grassroots Coach can help
Tournament Builder can keep the event, squad, permitted guest-player context, linked fixtures, cost notes, payment checklist items, attachments and teamsheet links together. It does not replace the organiser’s rules, collect payments or store safeguarding and medical records.
Official sources
Rules-dependent guidance was checked against these primary sources. Confirm the latest FA, league and County FA position before delivery.
- Find and contact the relevant County FAThe Football Association · checked 20 July 2026 · review by 20 January 2027
Keep the plan and the football record together.
See the relevant Grassroots Coach workflow, or return to the Coaching Resources hub for another practical guide.