Champions' Party checklist: what to arrange and when

A Champions' Party needs more than medals and a cake. You need a confirmed venue, guest numbers, dietary information, an awards programme and enough time to chill drinks and set up the room. Use the plan in order: confirm the basics first, then handle registrations and catering, and leave venue preparation and presentation for the final days. Print the run sheet and contact list before opening the doors so the team knows who is responsible for each part of the evening.

Organize this event for free with Lizzt

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
Send invitations
2 people
Open registrations
Book music and entertainment
Create the program
2 people
Process registrations
2 people
Collect dietary requirements
Confirm number of guests
Calculate catering quantities
2 people
Order cake
Collect team photos
Prepare awards ceremony
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check drinks and supplies
2 people
Picking up the cake
Sort decorations
2 people
Prepare name badges
2 people
Print the run sheet and contact list
Open and inspect the venue
2 people
Clean the floor and toilets
3 people
Set up tables and chairs
4 people
Set up the buffet and bar
3 people
Fill coolers
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out sandwiches and fillings
3 people
Set up the coffee and tea station
2 people
Hang decorations
3 people
Hang team photos
2 people
Test the music
2 people
Set up the awards ceremony
2 people
Brief reception team
4 people

Event

Welcome guests
4 people
Register attendance
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
3 people
Support awards ceremony
3 people
Take team photo
2 people
Cut and serve cake
3 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Announce the final round
See off guests
3 people

Aftercare

Store food and drinks safely
3 people
Clear away furniture
5 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect lost and found items
2 people
Dispose of waste
3 people
Return materials
2 people
Store leftover stock
2 people
Conduct the final venue check
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Buffet tablesqty 3
Clothes racksqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 100
Reusable glassesqty 150
Coffee cupsqty 80
Cutlery setsqty 120
Serving plattersqty 15
Pitchersqty 8
Thermos flasksqty 6

Catering

Coolersqty 6
Ice cube traysqty 4
Serving tongsqty 8
Cake serversqty 2
Coffee filtersqty 150
Groceries

Decorations

Club flagsqty 12
Party buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Champions banner
Table décorqty 10
Name badgesqty 100
Photo framesqty 12
Confetti cannonsqty 4

Sports equipment

Champion's Cup
Medal ribbonsqty 25
Commemorative medalsqty 25

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Mobile phone chargerqty 2

Lighting

String lightsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 3
Kitchen scalesqty 8
Serving knivesqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Broom and dustpanqty 2

Tips

Confirm the date and venue before sending invitations, then keep registrations open long enough to collect a reliable guest count and dietary requirements. Use the final number to calculate catering quantities rather than ordering from estimates.
Plan the awards ceremony before you collect team photos or print name badges. Decide when the Champion's Cup, medal ribbons and commemorative medals are presented, and include those moments in the run sheet.
Check serving equipment as well as food: reusable plates, bowls, glasses, cutlery, serving platters, tongs and cake servers are easy to overlook. Count each item before shopping and allow enough glasses for the full guest list.
Chill drinks before guests arrive and prepare coolers with ice cube trays or other ice supplies. Set up the buffet and bar only after the venue has been inspected, cleaned and furnished with tables and chairs.
Finish decorations in a separate pass after the practical setup is complete. Club flags, bunting, the Champions banner, balloons, table décor and photo frames can then be placed without blocking the buffet, bar or awards area.

Frequently asked questions

How far in advance should I send Champions' Party invitations?: Send invitations at least 4 weeks before the party and set a registration deadline about 10 days before the event. That gives you time to confirm attendance, dietary requirements and catering quantities.
When should I confirm the final guest count?: Confirm the final number 7 to 10 days before the Champions' Party, after registrations close. Use that figure for food, drinks, seating, name badges and reusable tableware.
How long does Champions' Party setup take?: Allow at least 3 hours at the venue for inspection, cleaning, tables and chairs, buffet and bar setup, decorations, drink chilling and equipment checks. Add extra time if the awards area or entertainment needs testing.
When should I pick up the party cake?: Pick up the cake on the event day, ideally 2 to 4 hours before serving. Keep it level and cool, and place the cake server with the buffet supplies so it is not missing when the ceremony or dessert starts.

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.