Start with strengths and availability
Science Olympiad's coach guide notes that a team may have 15 students covering 23 events. Start with each student's strengths, interests, availability, practice history, and partner needs.
Use student codes when full names are not needed. Fill each student's strongest event first, then check who is carrying too much.
Put the actual tournament schedule on the grid
Add the event time, room or building, and enough time to move between locations. A student may look available on paper but still be unable to cross campus in time.
Check participant counts and event requirements in the current official rules. Link to the current official rules instead of copying event requirements into the planner.
Who can cover an absence?
Add a backup for events where an absence or conflict would leave no coverage. Note whether the backup has practiced, reviewed the binder, or handled the build device.
Cross-train for the gaps that have a realistic second person. Every student does not need to learn every event.
Packing starts with the final event grid
For each event, note who is responsible for notebooks, devices, build items, chargers, tools, and any other allowed materials. Check every item against current tournament instructions.
Print the event grid for the coach binder and a separate packing list by event or owner. Keep private student and family details out of both.