American Football Game Checklist

Use this checklist to organise an American football game from the first booking to the final site inspection. It covers the details that are easy to miss: referees, medical support, permits, insurance, team information, volunteer briefings and field equipment. You will also find the right order for registrations, catering, weather checks and event-day setup. Start early with the date, venue and competition schedule, then confirm people, paperwork and supplies before game 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

Confirm date and location
2 people
Set the competition schedule
2 people
Book referees
Arrange medical support
Make reservations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Share the competition rules
Inform the teams
2 people
Assign volunteers
2 people
Send parking information
Check permits
Check insurance papers
Check material stock
2 people
Order missing materials
Record the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Portion the catering
2 people
Print competition forms
Prepare the volunteers briefing
Check the weather forecast

Event

Conduct site inspection
3 people
Make the field safe
4 people
Check the field lines
3 people
Mark out the competition field
5 people
Mark off team zones
3 people
Fence off spectator areas
3 people
Set up tables and chairs
5 people
Set up party tents
5 people
Build the catering buffet
3 people
Set out drinks
2 people
Prepare sports equipment
3 people
Install scoreboard
2 people
Test sound system
2 people
Set up the first aid station
2 people
Check sanitary facilities
2 people
Brief volunteers
2 people
Welcome the teams
3 people
Handle team registration
2 people
Welcome the referees
Open the public entrance
3 people
Announce the program
Guide the pre-match
3 people
Refill drinks
2 people
Serve snacks
3 people
Answer audience questions
2 people
Guide the race start
3 people
Keep score
2 people
Operate the scoreboard clock
Move the field equipment
2 people
Rest break catering refill
2 people
Provide injury support
2 people
Guide the halftime program
3 people
Prepare awards ceremony
2 people
Support awards ceremony
3 people
See the audience out
4 people
Serve leftover catering
2 people
Turn off the sound system

Aftercare

Gather sports equipment
4 people
Remove field markings
3 people
Clear tables and chairs
5 people
Take down party tents
5 people
Collect waste
4 people
Wash dishes
3 people
Keep catering cold
2 people
Clean the grounds
4 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return rental equipment
2 people
Process leftover groceries
2 people
Sort lost property
2 people
Clean competition equipment
3 people
Archive score sheets

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 120
Beer tablesqty 6
Waste binsqty 8
Beverage coolersqty 4

Sports equipment

American footballsqty 6
Conesqty 30
Field marking tapeqty 4
Team zone signsqty 2
Tackle shieldsqty 2
Training bibsqty 30
Referee whistlesqty 4
Flags for refereesqty 6
Scoreboard
Competition necklace
Down marker
Spare pump
Ball needlesqty 6

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Walkie-talkiesqty 6

Lighting

LED lampsqty 6
Battery lanternsqty 4

Tableware

Reusable drinking cupsqty 150
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pitchersqty 6
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Coolersqty 6
Food warmersqty 4
Handwash sinksqty 2
Bottle openersqty 4

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
First aid kitsqty 2
Safety glovesqty 12

Decorations

Team flagsqty 4
Welcome signsqty 3
Program boardsqty 4

Catering

Groceries

Tips

Set the date, venue and competition schedule before sending invitations. Book referees and medical support early, then share the confirmed schedule and rules with every team.
Close registrations with enough time to collect dietary requirements and prepare competition forms. Send parking information and team-zone details before participants arrive.
Check permits and insurance papers before committing to the event setup. A site inspection several days ahead can reveal problems with access, power, lighting or field markings.
Count all game equipment before shopping, including balls, cones, field marking tape, flags, whistles, the scoreboard, down marker, pump and ball needles. Order missing items before the final week.
Prepare the volunteer briefing and catering the day before where possible. Chill drinks, portion snacks, test the sound system and walkie-talkies, and check the weather forecast before opening the venue.

Frequently asked questions

How far in advance should I organise an American football game?: Start at least 8 to 12 weeks before game day. Confirm the venue, schedule, referees, medical support, permits and insurance first, then open registrations and arrange equipment and catering.
When should I book referees and medical support for an American football game?: Book both as soon as the date and location are confirmed, ideally 6 to 8 weeks in advance. Reconfirm availability and arrival times during the final week.
What should I check one week before an American football game?: Check registrations, dietary requirements, team information, parking details, permits, insurance papers and material stock. Also inspect the site, confirm volunteers and review the weather forecast 5 to 7 days before the game.
When should I prepare food and drinks for the game?: Record the shopping list several days beforehand and do the shopping 1 to 2 days before the event. Chill drinks and portion snacks on the day before or the morning of the game, depending on storage and food-safety requirements.

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.