Slow-pitch tournament director checklist

Use this checklist to keep a slow-pitch event on track. Copy it into your notes app and work top to bottom. Nothing here needs a spreadsheet.

Four weeks out

• Lock dates, fields, and hours
• Confirm umpire coverage for the number of games you plan
• Set divisions, team caps, and entry fees
• Decide the format and the game guarantee
• Write your rules and tiebreakers
• Publish the event page and open team sign-up
• Set the sign-up deadline

Two weeks out

• Check the team count against your field time
• Follow up with unpaid teams
• Order awards, balls, and anything you hand out
• Confirm restrooms, trash, water, and parking
• Line up your scorekeeping help

One week out

• Close sign-up and confirm the final team list
• Offer open spots to waitlisted teams
• Build pools and post the schedule
• Send one message with report time, field map, and rules
• Check the weather plan and your rain policy

Day before

• Print or save the schedule and scorecards
• Charge phones and any tablets
• Pack balls, chalk, first aid, and a rulebook
• Confirm who opens the gate and who has keys

Game day

• Arrive early and walk every field
• Hold a short captains meeting on rules and tiebreakers
• Post scores as games end
• Announce any time or field change once, in one place
• Watch the clock against your last scheduled game

After the event

• Post the final bracket and results
• Pay umpires and settle field costs
• Note the two things that slowed you down
• Save your division and fee setup for next time

Do this part in one place

Sign-up, payment status, pools, brackets, scores, and announcements all live in the same event in The Rooster, so the checklist above stops living in four different apps. See the director tools.

Want help setting up your first event? Book a free 20-minute setup call.