As others have mentioned, you can borrow most of the field stuff in exchange for entry fees. I do think it is a good idea to have at least one field of your own. It can get your team(s) into other tournaments for free. The good news is that you get the perimeter and the field and game elements for half price plus shipping as an event partner.
As mentioned before, payments made through robotevents do come to the EP minus 3% EVENTUALLY. We did not get our last check that was dated in February for payments made in January March. REC is notoriously slow in getting you the money. That has been my personal experience over the last 3 seasons doing 3 tournaments a year and each time they tell me it is because they are implementing some new system that will make things faster, but in fact, it just gets slower.
I plan to go back to offering an early bird special for teams that sign up and pay us directly by a certain date well in advance of the competition.
Volunteers are a big must. We do not compete in our own tournaments so that the team can volunteer. We did not do it that way our first year, but since we made the change, things have gone so much better.
Make sure you have enough tables and chairs for pits and the room for them.
The number of fields you need will depend on the number of teams you have in the tournament. The more teams, the more fields.
Make sure you have a practice field. You can also ask teams to bring their own scoring objects for practice and just provide the field. We typically provide objects but after the destruction of so many stars on the practice field this year, I am re-thinking that for future years.
Concessions are where the money can be made if it is done well. We always sell a lot of bottled water and cans of soft drinks. Both are high profit margin items and they do not spoil if you have some left over.
Extension cords and power strips are also good to have. Having electricity in the pits is important. Sometimes it cannot happen but it is much better when teams can charge batteries in their pits.
When you go to other tournaments, take notes. Look at what is working and what is not working. Try to think from the team’s perspective.
Vex trophies are also very over priced. If you only do one tournament, it is not a big deal because they will give you one set for free. If you do more than one tournament, you are on your own for the additional tournaments.