So You Want to Help? Here’s What Makes a Bike Polo Tournament Happen
If you’ve ever left a bike polo tournament thinking it was a great weekend, thank a small group of tired, sweaty people. They made it happen.
We’ve been going to tournaments for about fifteen years, and somewhere along the way we became the people who stay to unscrew boards. Most players would pitch in if they knew what needed doing, so here’s the list, whether you’re with the host club or just rolling in to play.
1. Planning and permits
Every tournament starts weeks or months before anyone yells “Polo!” Someone has to find a court, talk to the parks department, sort out permits, and figure out bathrooms, food, and couches for out-of-town players.
None of it is exciting, and it usually lands on one or two people.
How to help:
Offer to email venues or follow up with city contacts.
Make the flyer, run the RSVP form, or build the bracket.
Ask your organizer, “What’s left on your list?” Small jobs count.
2. Court setup
Boards don’t screw themselves together, and goals don’t patch their own nets. The night before or early that morning, we unload, measure, build, and secure everything. It’s sweaty work. It’s also the fastest way to get to know people at a tournament where you don’t know anyone.
A smooth setup morning usually means a smooth weekend.
How to help:
Show up early with gloves and water, even if you don’t know what to do.
Ask “What can I carry?” instead of waiting to be assigned.
Stay until the court is playable. Setup isn’t done when you get bored of zip ties.
3. Tournament day
Once games start, organizers are running the schedule, updating the bracket, finding refs and goal judges, and answering “when do we play next?” for the ninth time, usually without having eaten. The people who fill the gaps are the reason games start on time.
You don’t need experience to do this.
How to help:
Sign up to ref, assistant ref, or goal judge between your games. One or two shifts helps. (More on these roles in a later post.)
Learn the timer app or scoreboard. Ask someone to show you.
Ask the organizer, “What can I take off your plate?” It might be grabbing lunch for a ref or tracking down a team captain.
4. Teardown and trash
After the final, people start leaving. Some leave before the final. Someone still has to take down the boards, pick up trash, and load the trucks. The park needs to look like we were never there, because that’s how we get to come back.
How to help:
Before you pack up, stay an extra 30 minutes and see what’s left.
Walk the perimeter with gloves and a trash bag. Look for bottles, wrappers, and the single glove someone will DM about on Monday.
Help take down boards and load cars. You don’t have to lift the heavy stuff to speed things up.
5. Saying thanks
Organizers rarely get to enjoy the tournament they built. They spend it answering questions and hunting for the drill bit. A thank-you takes five seconds, and they remember it.
How to help:
Say “thanks for organizing” to the actual person. Saying it during the weekend counts extra.
Bring coffee, snacks, or a bag of ice to share.
Post about it afterward and tag the host club on Instagram or Bluesky.
You don’t have to run the whole thing
Pick one job: ref a game, show up for setup, or stay for trash patrol. If enough people each do one thing, the organizers get to play some polo too.
If you’ve got ideas or questions, message us or grab us at pickup. Thinking about organizing someday? Watch what works, take notes, and ask questions. We’re putting together a guide for you.
Keep reading
This post is part of our series on what keeps tournaments running.
Next up: The Ultimate Pre-Tourney Checklist: what to pack for yourself and for the crew.
