Benefit match planning checklist

A benefit match needs more than teams and a pitch. You need a clear fundraising goal, a workable budget, confirmed officials, player registration, permits, insurance and enough volunteers to keep the day moving. Work through the plan in stages: secure the venue and teams first, then open registration and sponsorship, and finish with match-day operations. This checklist also covers details that are often left too late, such as changing rooms, payment methods, donation boxes, dietary requirements and printed programmes.

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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
Contact competition teams
2 people
Arrange referee
Define the goal of the fundraising campaign
3 people
Set budget and admission price
2 people
Publish registration form
Send invitations
2 people
Post on social media
Approach sponsors
3 people
Create the match schedule
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Make locker room reservations
Reserve the equipment storage room
Check permits
Check insurance
Arrange donation boxes
Arrange the entry payment method
2 people
Design program booklet
Print program booklets
2 people
Confirm team assignments
Share the competition rules
Check the shopping list
2 people
Order catering
2 people
Check the weather forecast
Remind teams and volunteers
Do the shopping
3 people
Chill drinks
2 people
Gather competition materials
3 people
Prepare cash register and change
2 people
Inspect the grounds
3 people
Secure the site
3 people
Set up tents and tables
6 people
Set up chairs
4 people
Mark out the competition field
4 people
Check goals
2 people
Set out sports equipment
2 people
Hang decorations
3 people
Set up donation points
2 people
Set up the catering buffet
4 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Set up the registration desk
2 people
Place route signs
2 people
Prepare the changing rooms
2 people
Brief volunteers
3 people

Event

Welcome the teams
3 people
Welcome visitors
4 people
Collect admission
3 people
Hand out program booklets
2 people
Announce the opening
Introduce the teams
Supervise the competition
4 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Replenish the catering buffet
3 people
Register donations
2 people
Announce rest periods
Arrange respite care
2 people
Announce the results
2 people
Handle prize ceremony
3 people
Support the evening program
3 people
Process final donations
2 people
Wave goodbye to visitors
3 people

Aftercare

Close the register
2 people
Seal donation boxes
2 people
Store supplies securely
3 people
Remove decorations
3 people
Take down tents and tables
6 people
Clear away sports equipment
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Clean changing rooms
2 people
Return materials
3 people
Count the proceeds
3 people
Transfer Proceeds
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Waste binsqty 8
Changing room benchesqty 8

Sports equipment

Football goalsqty 2
Footballsqty 8
Conesqty 30
Marker conesqty 40
Boundary flagsqty 4
Whistlesqty 3
Scoreboard
Spare vestsqty 24
Cool bags for playersqty 4
Water cratesqty 6
First aid kitsqty 2
Ice packsqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 15
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Coolersqty 6
Induction hobsqty 2
Food warmersqty 4
Aluminum traysqty 20
Kitchen scalesqty 2

Equipment

Extension cordsqty 8
Power stripsqty 6
Portable speakersqty 2
Microphone
Megaphonesqty 2
Cash registersqty 2
Payment terminal

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Sponsor postersqty 20
Directional signsqty 12
Prize trophiesqty 2
Winner ribbonsqty 24

Lighting

LED lampsqty 8
String lightsqty 6
Flashlightsqty 6

Cleaning

Cleaning bucketsqty 4
Broomsqty 4
Floor squeegeesqty 2
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the fundraising goal and budget before publishing the entrance price. Leave enough time to confirm how donations will be collected, whether through a payment method, donation boxes or both.
Confirm the venue, changing rooms, equipment storage and insurance at least 6–8 weeks before the match. A pitch booking alone does not guarantee access to changing facilities or storage.
Open registration only after the match format and team capacity are clear. Collect player names, contact details and dietary requirements in the same form so you are not chasing information during the final week.
Assign volunteers to specific shifts rather than asking for general help. Cover registration, refreshments, donations, team support, equipment, first aid and clean-up, with final assignments shared before match day.
Check every physical requirement during the final week, including goals, balls, cones, bibs, whistles, scoreboards, water, first-aid kits, serving equipment and waste bins. Print the programme and share the rules only after team assignments and the schedule are confirmed.

Frequently asked questions

How far in advance should I organise a benefit match?: Start planning at least 8–12 weeks before the match. Secure the venue, teams, referee, permits and insurance first; registration, sponsorship and catering can follow once those details are confirmed.
What should I include in a benefit match budget?: List venue and referee costs, insurance or permits, catering, printing, equipment, payment fees and contingency costs. Add expected income from entrance fees, sponsorship and donations before setting the final entrance price.
When should team registration close for a benefit match?: Close registration around 10–14 days before the match. This gives you time to confirm team assignments, create the schedule, collect dietary requirements and order the right amount of food and drinks.
How many volunteers are needed for a benefit match?: Plan for at least one volunteer at registration, one handling donations or payments, two supporting teams and equipment, and two covering refreshments and clean-up. For a larger match, add one volunteer per active area or shift.

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.