All-Star Game organising checklist

An all-star game needs more than a venue and a list of players. You have to lock in the competition format, assemble balanced teams, book referees and staff the jury table before registrations open. The final week is about confirming assignments, publishing the match schedule, checking balls and equipment, and preparing shirts, snacks and printed materials. This checklist puts those jobs in a workable order, so late changes do not reach players on the day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve competition venue
Set the competition format
2 people
Assemble teams
3 people
Book referees
Staff the jury table
Book catering
Book photographer
Send invitations
2 people
Open registrations
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Confirm team assignments
2 people
Inform participants
Create the match schedule
2 people
Share route and parking
Sort shirts and vests
2 people
Check prizes and medals
Inventory supplies
2 people
Check the match balls
Finalize shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare printed materials
Check the weather forecast
Print contact list
Inspect the site
2 people
Clear the field or hall
4 people
Check field signage
2 people
Set up tables
4 people
Set up chairs
4 people
Set up judges' table
2 people
Install the competition clock
2 people
Set up speakers
2 people
Test the music
2 people
Hang decorations
3 people
Place information signs
2 people
Set up the entrance
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Check changing rooms
2 people
Prepare first aid supplies

Event

Welcome officials
2 people
Register players
3 people
Welcome the audience
3 people
Direct teams to the locker rooms
2 people
Give the opening speech
Take team photo
2 people
Lead the warm-up
2 people
Operate the scoreboard clock
Keep score
2 people
Referee the match
2 people
Provide music
Take photos
Set up the resting area
2 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Collect tableware
2 people
Prepare awards ceremony
2 people
Honor the winners
3 people
Give a thank-you speech
See the audience out
3 people
Check the dressing rooms
2 people

Aftercare

Gather competition materials
4 people
Take down tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the venue
5 people
Dispose of waste
2 people
Collect lost and found items
Return materials
3 people
Return rental items
2 people
Share photos
Thank participants
Publish results

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 10
Folding chairsqty 120
Bar stoolsqty 8
Party tentsqty 2
Changing room benchesqty 8
Waste binsqty 8

Tableware

Reusable platesqty 180
Reusable bowlsqty 80
Drinking glassesqty 220
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Pliersqty 8
Measuring cupsqty 2

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Competition clock
Laptop
Printer

Sports equipment

Match ballsqty 6
Spare ballsqty 4
Training bibsqty 30
Conesqty 30
Marker discsqty 30
Team shirtsqty 40
Whistlesqty 4
Scoreboard
Tactics boardsqty 2
Drink bottlesqty 40
Ball netsqty 4
Spare parts

Decorations

Buntingqty 8
Balloonsqty 150
Team flagsqty 6
Tableclothsqty 10
Announcement signsqty 6
Name badgesqty 80

Lighting

LED string lightsqty 6
Work lightsqty 4
Batteriesqty 24

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Coolersqty 6
Food warmersqty 4
Drink dispensersqty 4
Water jugsqty 8
Cash boxesqty 2
Receipt rollsqty 4
Serving traysqty 12
Label holdersqty 20
Groceries

Safety

First aid kitsqty 2
Ice packsqty 12
Safety vestsqty 8
Flashlightsqty 4

Administration

Clipboardsqty 6
Pensqty 30
Markersqty 12
A4 paperqty 2
Tapeqty 8
Writing foldersqty 6
Wristbandsqty 200
Price listsqty 10

Tips

Set the competition format before opening registrations. Decide how teams, matches and progression work first; otherwise player numbers and team assignments may force a complete rewrite of the schedule.
Book referees, jury-table staff, catering and a photographer early. These roles are easy to overlook, and replacing them during the final week can leave nobody available for registration or match administration.
Close registrations before confirming teams. Allow at least 3–5 days to process entries, collect dietary requirements and send each participant their team assignment, schedule, route and parking information.
Check the practical setup against the timetable, not just the equipment list. Place tables, chairs, changing-room benches, waste bins, speakers, microphone, competition clock and power leads where they will be used before the first match.
Do the final food and equipment check the day before. Chill drinks, prepare snacks, print materials, count shirts and vests, inspect every match ball, and verify that the laptop, printer and extension cords work together.

Frequently asked questions

How far in advance should I organise an all-star game?: Start at least 6–8 weeks before the event if you need to reserve a competition venue, book referees and catering, and promote registrations. Keep the final 7 days for confirmations and practical checks rather than major bookings.
When should I close registrations for an all-star game?: Close registrations 5–7 days before the game. That gives you enough time to process entries, collect dietary requirements, confirm team assignments and publish the match schedule.
How many referees and jury-table staff do I need?: Plan the staffing from the match schedule, with at least one referee assigned to every match in progress and two people at the jury table for recording results and managing the competition clock. Add cover if matches run on multiple fields.
What should I check the day before an all-star game?: Check the venue setup, match balls, shirts and vests, prizes and medals, sound equipment, laptop, printer and power leads the day before. Also chill drinks, prepare snacks and print the materials needed for registration and match administration.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.