How to Organize the Perfect Pickup Game: Organizer’s Guide

Organizing a pickup game sounds simple, but anyone who has tried knows there are many challenges. From getting the right number of players to making sure everyone shows up at the agreed time.

This guide will show you how to become the organizer everyone wants in their pickup game.

1. Planning Is Everything

Choose the Best Day and Time

The best times for pickup games are:

Weekend mornings (8 a.m.–11 a.m.): High energy, less heat
Weekday evenings (7 p.m.–9 p.m.): Great for people who work
Saturday afternoon (4 p.m.–6 p.m.): Popular, but can be hot

Tip: Run a quick poll with your regular players before deciding.

Define the Duration

Efficient pickup games last 1.5 to 2 hours, including:

10–15 min for warm-up
60–90 min of game time (2–3 halves/periods)
10 min for breaks between halves

2. Player Management

Get Confirmations in Advance

48 hours before: Send a message in the group asking for confirmation
24 hours before: Send a reminder
On game day: Confirm again in the morning

Keep a Sub List

Maintain a list of 5–10 players who can join at the last minute. This saves your game when someone cancels.

Use a Management System

Apps and digital tools help a lot with:

Attendance list
History of participation
Reminder and notification system

3. Game Day Organization

Arrive Early

Get there at least 15 minutes early to:

Check the field conditions
Prepare bibs and equipment
Welcome players

Have the Necessary Equipment

Essentials:

Ball (+ 1 backup)
Bibs in two colors (at least 6 of each)
Water bottles
Basic first aid kit

Extras that make a difference:

Cones for marking
Ball pump
Sunscreen/bug repellent

4. Building the Teams

How you build the teams defines the quality of the match.

Traditional Method vs. Smart Method

❌ Traditional Method (Not Recommended):

Captains taking turns choosing players
Pure random draw
“First come, first served”

✅ Smart Method (Recommended):

Rating by skill level
Balancing by total score
Considering positions

Use Technology

Tools like Squadb handle this automatically:

Rate the players once
The system draws balanced teams
Saves the history for future games

5. During the Game

Be the Ref When Needed

You don’t need to call every foul, but you should maintain:

Fair play
Respect between players
Basic organization

Make Smart Rotations

If you have extra players:

Rotate every 15–20 minutes
Keep teams balanced
Make sure everyone gets time on the field

Manage Conflicts

Arguments happen in every pickup game. As the organizer:

Stay calm
Be impartial
Focus on fun, not ego

6. Financial Aspect

Be clear about costs:

Field rental price
Split per player
Payment deadline

Payment System

Efficient options:

Instant transfer (e.g. PIX equivalent) before the game
Monthly kitty/fund
Bill splitting apps

Keep an Emergency Fund

Have a small buffer for:

Players who forget to pay
Replacing damaged balls
Unexpected expenses

7. Effective Communication

Use a Dedicated Group

Create a group just for the pickup game:

Don’t mix with personal conversations
Use it only for important updates
Set clear rules

Be Direct in Your Messages

Keep communication clear and concise:

✅ "Pickup game Saturday 9 a.m. Confirm by Thursday?"
❌ "Hey guys, what do you think about a little game on Saturday?
    Who’s in? Could be 9 or 10..."

8. After the Game

Collect Feedback

Ask regularly:

Is the time working for everyone?
How is the quality of the games?
Any suggestions for improvement?

Track Simple Stats

Record useful information:

Attendance rate
Team combinations that worked best
Most committed players

9. Solve Common Problems

“We’re Always Short on Players”

Solution: Light penalty system

If someone confirms and doesn’t show up, they sit out the next game
Priority for players with better attendance history

“Teams Are Always Unfair”

Solution: Use a rating system

Evaluate players honestly
Balance based on data
Adjust over time

“There Are Constant Arguments”

Solution: Establish a code of conduct

Respect comes first
Fair play is non‑negotiable
Those who don’t respect the rules, don’t play

10. Let Technology Work for You

Make your life as an organizer easier using digital tools:

Squadb Offers:

✅ Automatic player management
✅ Smart team balancing
✅ Match history
✅ Rating system
✅ Detailed statistics

Conclusion

Organizing a good pickup game is about planning, communication and using the right tools. With these tips, you will:

Have more committed players
Get more balanced matches
Suffer fewer headaches
Enjoy much more fun!

Ready to level up your pickup game? Use Squadb and become the best organizer in your group!

Do you have any organization tips that work well in your games? Share them in the comments!