Anniversary race checklist: what to arrange and when

An anniversary race needs more than a competition schedule and a stack of medals. You need a clear order for registrations, team lineups, officials, catering, equipment, and venue setup. Start by confirming the date and location, then work toward a race-day plan with named responsibilities. This checklist covers the details that are often left too late, including dietary requirements, spare balls, microphone testing, chilled drinks, first aid, and the registration table.

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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
Record the competition schedule
2 people
Reserve a referee
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine catering quantities
2 people
Send a reminder to visitors
Collect team lineups
2 people
Order prizes and medals
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check competition equipment
2 people
Lay out competition shirts
Open venue
2 people
Check the field and goals
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang decorations
3 people
Set up the catering buffet
3 people
Set up coffee and tea station
2 people
Test music and microphone
2 people
Set up the registration table
2 people
Place first aid kit

Event

Welcome the teams and referee
3 people
Register visitors
3 people
Serve coffee and tea
2 people
Warm up the teams
2 people
Lead the anniversary match
4 people
Refill drinks
2 people
Refill snacks
2 people
Provide the rest stop and announcements
Collect competition kits
2 people
Honor the winners
3 people
Take a souvenir photo
2 people
Host the buffet and drinks reception
3 people
Collect used dishes
2 people
Close the venue to visitors
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the field and locker rooms
3 people
Switch off equipment
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Changing room benchesqty 6

Sports equipment

Match ballsqty 3
Spare ballsqty 2
Conesqty 20
Training bibsqty 24
Ball netsqty 2
Whistlesqty 2
Scoreboard
Match shirtsqty 24

Tableware

Platesqty 70
Glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 12
Coffee potsqty 3

Kitchen

Coolersqty 4
Cutting boardsqty 3
Serving utensilsqty 12
Thermos flasksqty 4

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 4
Power stripsqty 3

Decorations

Anniversary bannersqty 4
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 8
Buntingqty 6

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Cleaning spongesqty 6
Bucketsqty 3
Hand broomsqty 3

Catering

Groceries

Tips

Confirm the date, venue, and competition schedule before sending invitations. Once registrations open, set a closing date early enough to collect dietary requirements, confirm team lineups, and adjust catering quantities.
Reserve the referee before the event is widely advertised, then confirm the appointment again during the final week. Keep the schedule, referee contact details, and team lineups together at the registration table.
Count food and drinks from the final visitor numbers, not from the invitation list. Chill drinks and prepare snacks before setup begins, and leave enough time to arrange the buffet, coffee station, plates, glasses, and serving utensils.
Check all competition equipment before opening the venue, including match balls, spare balls, cones, bibs, nets, whistles, and the scoreboard. A short equipment check can prevent delays when a ball, whistle, or score display is missing.
Finish the venue setup in a fixed order: inspect the field and goals, place tables and chairs, build party tents, set up registration and catering, then test the speaker, microphone, extension cords, and power strips. Put the first aid kit where staff can reach it immediately.

Frequently asked questions

How far in advance should I send anniversary race invitations?: Send invitations around 6 to 8 weeks before the race. Set a registration deadline about 2 weeks before the event so you can confirm team lineups, dietary requirements, catering quantities, and prizes.
When should I order anniversary race prizes and medals?: Order prizes and medals at least 3 to 4 weeks before the race, once you know the competition format and expected number of winners. Check the delivery and inspect the items no later than 3 days before the event.
How much food and drink do I need for an anniversary race?: Base quantities on the final registration count and add roughly 10 percent for late additions or larger appetites. For the first hour, plan on 2 to 3 drinks per person, then keep extra chilled drinks available throughout the competition.
What should I check on anniversary race day?: Arrive at least 2 hours before the first match to inspect the field and goals, set up tables and tents, prepare registration and catering, and test the microphone and music. Place the first aid kit before visitors arrive.

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.