Referees and volunteers for a football tournament: a rota that works
Updated 25 October 2026
Tournaments run on people. Most problems on the day — late kick-offs, lost results, unhappy parents — come from one role nobody covered. This guide lists the roles, how many people each needs and how to brief them.
Referees
Count the matches that run at the same time: you need at least one referee per pitch in use, plus one spare for every four pitches so people can rest and eat. For a long day, plan for each referee to have a break every two hours.
Whether you need qualified referees depends on your association and the age group. Some associations want the youngest players to play without a referee or with a coach guiding the game; older age groups usually need registered referees. Check your country’s rules in the approval guide.
- Send referees the timetable for their pitches, the match length and the tournament rules in advance.
- Agree how results are reported — a results sheet, a photo or a phone — and who confirms them.
- Brief them on the welfare contact and what to do if a child is injured or upset.
The volunteer rota
Shifts of two to three hours keep people fresh and make the rota easier to fill.
| Role | People | When |
|---|---|---|
| Organiser in charge (no other job) | 1 | All day |
| Welfare officer | 1–2 | All day |
| Welcome desk and registration | 2 | Arrival period |
| Car park | 2–3 | Arrival and departure |
| Results table | 2 | All day, in shifts |
| Pitch marshals | 1 per two pitches | All day, in shifts |
| First aid | 1–2 (qualified) | All day |
| Catering | 3–4 | In shifts |
| Set-up and pack-down | 6+ | Start and end |
Brief everyone in ten minutes
- Where the organiser, welfare officer and first aid are.
- The timetable, and who decides when it changes.
- What to do with a lost child, an injury or a complaint.
- Where to find water, food and a break.
When someone does not turn up
It will happen. Keep two people unassigned as floaters, ask participating clubs to bring one helper each as a condition of entry, and make the organiser’s only job solving problems — not refereeing or running the barbecue.
Common questions
How many volunteers does a football tournament need?
For a one-day event with four to six pitches, plan for 20 to 30 people across the day, in shifts. Referees are on top of that: one per pitch in use plus spares.
Can parents referee youth tournament games?
For the youngest age groups some associations allow, or even prefer, coaches or volunteers guiding the game. Older age groups usually need registered referees. Check with your association.