Football tournament approval and insurance: what organisers need
Updated 25 October 2026
Before you take a single entry, check whether your tournament needs approval from your football association and what insurance it relies on. In many countries an event that has not been approved is not insured, and clubs that take part can be disciplined. This guide covers what to check, then what we have confirmed for your country.
What approval usually covers
Football associations approve tournaments to make sure age groups and formats follow the rules for young players, that teams are properly affiliated and insured, and that safeguarding arrangements are in place. Most ask for the tournament rules, the age groups, the timetable or format, the venue and the names of the people responsible.
- Apply early: lead times run from about two weeks to two months.
- Inviting teams from another country almost always needs a separate application, with a longer lead time.
- Expect to send your tournament rules. Write them before you apply.
- Keep the approval reference: teams and their clubs may ask for it.
Insurance: who covers what
There are usually two layers. Each participating club’s own insurance covers its players and officials, which is why many associations only allow affiliated teams. The organiser needs public or civil liability cover for the event itself, which may come with the approval or from the host club’s policy. Read your policy and ask the insurer directly if anything is unclear — especially for guest teams, inflatables, catering or anything off the pitch.
Safeguarding on the day
Anyone in charge of children must have the background check your association requires, and someone responsible for welfare should be on site all day and known to every team. Agree how lost children, injuries and concerns are reported, and keep photography rules simple and visible.
England: County FA sanction
Every tournament or festival in England must be sanctioned by the County FA where it is played. Clubs that take part in an unsanctioned event lose their insurance cover and may face disciplinary action. Apply through the Whole Game System: lead times and fees are set by each County FA — for example, Hertfordshire asks for two months and charges £30 for up to two days, while Gloucestershire asks for at least ten working days.
All teams must be affiliated to a County FA; non-affiliated teams cannot play. A tournament involving teams from another country, including Wales, cannot be sanctioned by a County FA and needs FA approval, applied for at least 28 days ahead. No sanction is given for under-6s.
- Name a Tournament Welfare Officer from the host club, with an in-date FA DBS check and safeguarding qualification; at least one must be on site throughout.
- Complete a safeguarding risk assessment.
- From 2026/27 the FutureFit formats are mandatory: 3v3 at U7, 5v5 at U8–U9, 7v7 at U10–U11, 9v9 at U12–U13.
- Results and league tables must not be published for U7–U11 festivals.
Scotland, Wales and Northern Ireland
In Scotland, youth tournaments need a Scottish Youth FA permit, arranged through your league secretary (2025/26 fees: £50 to host, £10 for each team taking part). In Wales the FAW does not sanction leagues or cups for U11 and below. In Northern Ireland, ask the Irish FA for the current process.
Rules, lead times and fees vary by county, district and region, and they change. Check the current rules with your own association before you book anything.
Common questions
What happens if I run a tournament without approval?
In many countries the event is not insured, the organising club can be fined, and clubs that take part can be disciplined. Approval is usually quick and inexpensive compared with the risk.
Can teams from abroad enter my tournament?
Usually, but it needs extra approval with a longer lead time, and each foreign team needs permission from its own association. Allow at least two months.
Do I need my own insurance as the organiser?
You need liability cover for the event. It may come through the approval, the host club’s policy or a separate policy. Ask your insurer what is covered before the day, not after.