Association Day Checklist

An association day usually combines registration, food, drinks, activities and a shared program, so small omissions can affect the whole day. Start with the date, venue and registration process, then build the program around confirmed numbers. Dietary requirements, volunteer shifts and equipment for sports and sound should be settled before the final participant information goes out. In the last week, focus on supplies, weather, food preparation and a timed setup plan so the reception, buffet and activity areas are ready before people arrive.

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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
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Create the program
2 people
Inventory game materials
2 people
Make reservations
Assign volunteers
2 people
Create final participant list
Check the weather forecast
Send participant information
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up sports fields
3 people
Prepare sports equipment
2 people
Connect the sound system
2 people
Hang decorations
3 people
Set up the buffet and drinks station
3 people
Lay out crockery and cutlery
2 people
Set up the reception table
2 people
Hang up the program
Brief volunteers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Serve welcome drinks
2 people
Guide sports activities
6 people
Refill drinks
2 people
Serve snacks
3 people
Track match results
2 people
Set up the buffet
3 people
Serve the buffet
4 people
Collect tableware
2 people
Support awards ceremony
2 people
Provide music
Serve the last round
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Clear the buffet and bar
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clear away sports equipment
2 people
Wash dishes
3 people
Clean the venue
3 people
Pack up the sound system
2 people
Store leftover stock
2 people
Return materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 70
Beer table setqty 6
Buffet tableqty 3
Waste binqty 6

Tableware

Dinner plateqty 75
Cake plateqty 75
Glassqty 100
Coffee cupqty 60
Mugqty 30
Forkqty 75
Knifeqty 75
Spoonqty 75

Kitchen

Serving spoonqty 8
Salad bowlqty 6
Serving platterqty 8
Cutting boardqty 3
Chef's knifeqty 3
Cool boxqty 4
Thermosqty 4
Coffee makerqty 2
Kettleqty 2
Food warmerqty 4

Equipment

Portable speakerqty 2
Microphone
Extension cordqty 4
Power stripqty 4

Sports equipment

Soccerqty 6
Volleyballqty 4
Handballqty 4
Marker coneqty 40
Hoopqty 12
Ribbonqty 30
Scoreboardqty 4
Whistleqty 6
Measuring tapeqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Table runnerqty 8
Name badgeqty 70
Markersqty 10
Tapeqty 4
Swing ropeqty 2

Lighting

String lightsqty 6
LED lampqty 6

Cleaning

Trash bagqty 80
Bucketqty 3
Mopqty 3
Broomqty 3
Dustpan and brushqty 3
Cleaning spongeqty 10
Dish brushqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the association day. Use the final list to confirm attendance, dietary requirements, seating needs and the quantities for plates, cups, cutlery and food.
Assign volunteers to specific time blocks rather than giving everyone a general job. Cover reception, food and drinks, sports activities, sound and cleanup, with at least one person responsible for each area during the program.
Do the equipment check 2–3 days beforehand. Test the microphone and portable speaker, count extension cords and power strips, and make sure the sports equipment and tables are available before setup begins.
Plan food and drinks from the confirmed participant count, then chill drinks the day before. Keep a separate cool box for items that must stay cold and prepare serving bowls, platters and utensils before guests reach the buffet.
Set a backwards schedule for the event morning. Allow time to clean the venue, arrange tables and chairs, put up party tents, prepare sports fields, connect the sound system and set up reception before the first arrival.

Frequently asked questions

How far in advance should I organise an association day?: Confirm the date and location at least 6–8 weeks ahead, especially if you need reservations or volunteers. Open registrations early enough to close them 7 days before the event and finalise catering and equipment quantities.
When should association day invitations be sent?: Send the first invitation 4–6 weeks before the event and include the registration deadline. Send final participant information 3–5 days beforehand, after the program, location details and dietary requirements have been checked.
How many volunteers do I need for an association day?: Plan at least one volunteer for reception, one for food and drinks, one for activities and one for general support. For groups above 50 participants, add roughly one extra helper for every 20–25 people and schedule shifts of 2–3 hours.
What should I check the day before an association day?: Check the weather forecast, chill the drinks, finish shopping, confirm volunteer availability and test the sound equipment. Also verify that tables, chairs, tents, buffet supplies, sports equipment and power connections are ready for setup.

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.