How to Be a Good Guest at a Tournament You’re Not Organizing
Showing up to a tournament as a visiting player is a good time — you get to focus on playing your games, reconnecting with the bike polo community, and enjoying the weekend in a new place. But when you're not helping run the show, it’s easy to forget just how much work the host club is doing behind the scenes.
Just because you didn’t organize the tournament doesn’t mean you don’t have a role to play. In fact, the way visitors show up can make or break the energy of a tournament weekend.
Here’s how to be the kind of guest that clubs love having back.
🧠 Ask What’s Needed — and Actually Mean It
Want to stand out in the best way possible? Just ask: “Hey, is there anything I can help with this weekend?”
That one question can lift a huge weight off an organizer's shoulders — especially in the final days before the tournament when most people assume, “They probably have it all figured out.”
WHAT YOU CAN DO:
Share the word. Repost flyers or help promote the event before you arrive.
Bring supplies. Offer to bring ice, snacks, tape, or water jugs.
Help with setup or teardown. Show up a little early or stick around late to lend a hand.
Offer to ref. Fill a gap between games or during a bracket you’re not in.
Be available. Say “I’ve got 30 minutes — what can I do?” and follow through.
You don’t need to take over. Just show up ready to do a little something. It matters.
🕊 Respect the Space
The host club probably had to go through a long process to secure the court — contacting parks departments, getting permission from the city, sometimes even paying for permits or insurance. They’re often walking a fine line between making the event fun and keeping it low-risk so they can maintain a good relationship with the local government and the space can be used again in the future.
WHAT YOU CAN DO:
Know the rules. If alcohol or bikes aren’t allowed in certain areas, don’t push it.
Pick up trash. Put on some gloves and grab a trash bag to collect snack wrappers, bottles, and cans. (🌟 Gold star 🌟)
Keep public areas clean. Treat bathrooms and park facilities with care. If they’re available, don’t take them for granted.
Be a good neighbor. Keep noise down late and don’t park where you’re not supposed to.
Bottom line: Your actions reflect on the host club. Help them leave the space in better condition than they found it.
⏱ Be On Time (Or Communicate if You Can’t)
We’ve all been there — caught up in a great sideline conversation, watching a close match, or biking off to grab food. But nothing derails a schedule faster than players who aren’t where they’re supposed to be.
WHAT YOU CAN DO:
Know your schedule. Double-check when and where you’re playing and listen for your team name when organizers make announcements.
Be game-ready. Bike prepped, helmet on, warmed up — not building a mallet last minute.
Speak up. If you’re running late or stepping away, tell a teammate or organizer.
Pro tip: Staying on time keeps the tournament flowing — and it’s one of the best ways to reduce stress for organizers and other teams.
🛏 Be a Thoughtful House Guest
If you’re lucky enough to be offered housing during a tournament, treat that offer with care.
This isn’t a hotel — it’s someone’s home, garage, or backyard. A little effort goes a long way.
WHAT YOU CAN DO:
Communicate clearly. Let your host know when you're arriving, how many people are with you, and if you have any needs (like allergies, dietary restrictions, or pets).
Don’t show up empty-handed. Bring snacks, coffee, or something to share. Even a small gesture — like a breakfast run — is appreciated.
Respect their space. Keep your gear tidy, use headphones if you're up late, and ask before inviting people over.
Offer to help. Ask where to put dishes, help clean up after meals, or check in about expectations for showers, keys, or parking.
Say thank you — like, really thank them. A kind note, a social shout-out, or even just a heartfelt “thanks again” can mean the world.
Bonus tip: If something goes wrong or plans change, let your host know as soon as possible. Good communication = less stress for everyone.
🙌 Volunteer Where You Can
You don’t have to be part of the host club to help a tournament run smoothly. Even if you didn’t do any of the planning, your support on the ground still matters — a lot.
As we talked about in our previous posts, tournaments are held together by dozens of tiny moving parts. When visiting players step in and take on just a few of those pieces, it helps keep everything from falling on the same, few, exhausted shoulders.
WHAT YOU CAN DO:
Ref or goal judge. Especially outside your own bracket, when you have more energy and fewer obligations.
Take on small tasks. Refill water jugs, tidy the snack table, or sweep the court.
Ask directly. Say, “What can I take off your plate right now?” and do it without hesitation.
And remember: helping doesn’t just benefit the host club — it builds goodwill, strengthens your club’s reputation, and makes the whole event feel more collaborative and less transactional.
💬 Show Gratitude
Gratitude is one of the most powerful (and underused) tools we have to keep the polo community strong. It costs nothing, takes almost no time, and leaves a lasting impression. Tournaments require a ton of invisible labor — late-night messages, spreadsheet stress, supply runs, goal repairs, fundraising — and most of it goes unnoticed unless someone takes the time to say thanks.
If you enjoyed yourself, felt welcomed, or got to play some great games, let people know. Organizers often walk away from the weekend wondering if all that effort was worth it. A few kind words can be the thing that convinces someone to do it all again next year.
WHAT YOU CAN DO:
Say thank you in person. Walk up to the people who organized, reffed, cooked, hosted, or set up the court and just tell them they did a great job. Simple and direct.
Send a follow-up message. A DM or text after the weekend saying “Thanks for the awesome tournament — I had a blast!” is meaningful and memorable.
Show love publicly. Post a story or photo and tag the host club. Share what made the tournament special. Give credit to the people who made it happen.
Keep the gratitude ripple going. Boost your teammates, cheer for other clubs, and acknowledge the people who showed up to help — it creates a positive loop that lifts everyone.
Remember: No one organizes a tournament for the glory. But knowing their work mattered? That’s what brings people back.
🧡 Show Up, Pitch In, Be Cool
Being a good guest isn’t just about playing clean — though that matters too. It’s about noticing what’s needed and offering what you can. That might be reffing a game, taking a well-timed coffee run, or expressing a heartfelt thank-you.
If you’re not organizing, the best way to say thank you is to make things a little easier for the people who are.
Want to Keep Helping?
Supporting a bike polo tournament doesn’t stop here. This post is part of our series on what really keeps tournaments running — and how you can pitch in.
Next up: The Start and End of Every Tournament → A breakdown of how the site gets set up and taken down — and how you can help, even if it’s your first time.
Or start from the beginning with So You Want to Help? Here’s What Makes a Bike Polo Tournament Happen
