Tournament day moves fast. Between managing the ramp, troubleshooting last-minute issues, and running the weigh-in, it's easy to forget something critical. This checklist keeps you organized from pre-dawn setup to post-event wrap-up. Print it, save it to your phone, or bookmark it — you'll use it every event.
Pre-Tournament (1–2 Weeks Before)
- □ Confirm venue / ramp reservation and any required permits
- □ Finalize and publish tournament rules
- □ Set registration deadline and entry fee
- □ Configure payout structure in your tournament software
- □ Recruit volunteers: weigh-in help, bump station operator, ramp marshal, MC
- □ Verify scale calibration (digital tournament scale)
- □ Check weather forecast — have a contingency plan for severe weather
- □ Send pre-tournament notification to all registered anglers (date, time, location, rules)
- □ Order trophies, plaques, or custom prizes if applicable
- □ Confirm Stripe / payment processing is set up for on-site entries
Day-Before Prep
- □ Print or download entry roster (in case of offline needs)
- □ Charge all devices: tablet, phone, portable battery packs
- □ Pack weigh-in supplies: scale, weigh bags, measuring board, net, release tank
- □ Download tournament data for offline access (if using WeighBook or similar)
- □ Prepare check-in station: sign-in sheet backup, boat number assignments, wristbands
- □ Test all equipment: scale, aerator for release tank, PA system
- □ Send final reminder notification to registered anglers
Tournament Morning (2+ Hours Before Launch)
- □ Arrive at the ramp early — be the first one there
- □ Set up command post / check-in table near the ramp
- □ Set up weigh-in station: scale, display, release tank, bump station
- □ Test scale with a known weight (calibration check)
- □ Verify tournament software is loaded and working (test offline mode)
- □ Brief volunteers on their roles: check-in, bump station, weigh-in, MC
- □ Open check-in — verify each team is present and accounted for
- □ Handle walk-up entries (Kiosk Mode if using tournament software)
- □ Conduct captain's meeting: rules review, safety, schedule, questions
- □ Launch boats by flight order
During the Tournament
- □ Monitor weather conditions — be ready to issue safety recalls
- □ Be available by phone for angler questions or emergencies
- □ Send mid-tournament updates via SMS if applicable (time reminders, weather alerts)
- □ Prepare weigh-in area: confirm scale, release tank full and aerated, queue marked
- □ If running a bump station: brief the bump operator on procedures (fish count, dead fish, penalties)
Weigh-In
- □ Position a volunteer at the check-in point to log arrival order
- □ Run teams through bump station (if applicable) before the main scale
- □ Record each team's weight in the tournament software immediately
- □ Apply dead fish and other penalties in the software as each team weighs
- □ Announce weights and standings as teams weigh in (MC keeps energy up)
- □ Display live leaderboard on a screen or projector
- □ Note big fish weights for side pot tracking
- □ Release fish promptly after weighing
- □ Track late arrivals and apply late penalties per your rules
Post Weigh-In
- □ Review final standings — double-check for any missed penalties or data entry errors
- □ Finalize results in your tournament software
- □ Announce final standings, big fish winner(s), and side pot winners
- □ Distribute payouts (cash, check, or digital transfer)
- □ Take photos: winners, big fish, group shots
- □ Thank volunteers, sponsors, and participants
- □ Clean up the weigh-in site — leave it better than you found it
Post-Tournament (Within 24 Hours)
- □ Publish final results online (tournament software auto-publishes or sync results)
- □ Update season standings if part of a league or trail
- □ Post results and photos to social media and club channels
- □ Send thank-you message to all participants with results link
- □ Process any remaining payments or payouts
- □ Review what went well and note improvements for next event
- □ Back up all tournament data
Essential Equipment List
| Item | Purpose |
|---|---|
| Digital tournament scale | Official weigh-in |
| Weigh bags (2–3) | Holding fish during weigh-in |
| Measuring board | Checking minimum length |
| Release tank / tub with aerator | Holding fish post-weigh for release |
| Tablet or phone with tournament software | Recording weights, live leaderboard |
| Portable battery pack / charger | Keeping devices alive all day |
| PA system / speaker | Announcing results |
| Folding table and chairs | Check-in and command post |
| Canopy / pop-up tent | Shade for weigh-in station |
| Signage (tournament name, check-in, weigh-in queue) | Directing anglers |
| Cash box or payment device | On-site entries and payouts |
| First aid kit | Safety |
Having a consistent checklist is the difference between a tournament that feels professional and one that feels chaotic. Run through it every event, adjust based on your experience, and your anglers will notice the difference. For a complete walkthrough from planning through post-event, see our Complete Director's Guide.