Championship match checklist
A championship match needs more than a referee and a trophy. You need a confirmed venue, prepared field, working equipment, clear team information and enough people to run the day. Start with the booking and match schedule, then arrange volunteers, catering and supplies. In the final 24 hours, focus on food, drinks, printed match forms and the weather. This checklist keeps the setup in the right order, from the first reservation to opening the changing rooms and checking the field.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm the competition venue
Reserve the field and changing rooms
Confirm referee
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the competition program
Publish the program
Assign volunteers
2 people
Calculate catering quantities
2 people
Order groceries
Check cups and tableware
2 people
Check sports equipment
2 people
Reserve tables and chairs
Check medical supplies
Prepare decorations
3 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print competition forms
Check the weather forecast
Open venue
2 people
Prepare the changing rooms
2 people
Inspect field
3 people
Update field markings
2 people
Set up the grandstand and terrace
4 people
Set up catering point
3 people
Hang decorations
3 people
Set up competition table
2 people
Test sound equipment
2 people
Event
Welcome the teams
3 people
Welcome spectators
3 people
Distribute program
2 people
Supervise the competition
4 people
Refill drinks
2 people
Serve snacks
3 people
Rest and crowd guidance
2 people
Record the results
Handle prize ceremony
3 people
Host the festive after-party
4 people
Close the catering station
2 people
Aftercare
Collect waste
3 people
Clear away furniture
4 people
Clear away sports equipment
3 people
Wash dishes
3 people
Clean the venue
4 people
Clean changing rooms
2 people
Remove decorations
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 10
- Chairsqty 80
- Beer tablesqty 6
- Party tentsqty 3
- Waste binsqty 8
Sports equipment
- Match ballsqty 4
- Spare ballsqty 4
- Conesqty 30
- Training bibsqty 24
- Field marking paintqty 2
- Whistlesqty 3
- Scoreboard
- Competition flagsqty 4
- Medal ribbonsqty 25
- Champion's Cup
Equipment
- Portable speakerqty 2
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
- Rechargeable batteriesqty 12
Lighting
- String lightsqty 4
- LED lampsqty 6
Decorations
- Club flagsqty 12
- Balloonsqty 100
- Buntingqty 8
- Team bannersqty 3
- Balloon pumpqty 2
Tableware
- Reusable cupsqty 150
- Platesqty 120
- Cutlery setsqty 120
- Coffee cupsqty 60
Kitchen
- Coolersqty 6
- Ice cube traysqty 6
- Thermos flasksqty 6
- Serving boardsqty 8
- Scissorsqty 4
- Cutting boardsqty 4
- Knivesqty 8
- Storage binsqty 12
Cleaning
- Mopsqty 4
- Bucketsqty 4
- Dustpan and brushqty 3
- Toilet brushesqty 3
- Microfiber clothsqty 12
- Rubber glovesqty 8
- Hand soap dispensersqty 4
Catering
- Groceries
Tips
- Confirm the venue, field and changing rooms before sending invitations. Give teams the match time, arrival time, parking details and any deadline for sharing diet requirements.
- Prepare the match schedule and publish it early enough for teams and volunteers to plan. Print the final schedule and match forms on the day before the event, rather than relying on a phone or laptop.
- Check every piece of sports equipment before match day, including match balls, spare balls, cones, bibs, whistles, flags and the scoreboard. Test the speaker, microphone, extension leads and power strips at the same time.
- Use the confirmed attendance to calculate catering and drinks, then collect or receive the order before setup starts. Chill drinks in advance and check that reusable cups, plates and cutlery are clean and counted.
- Allow a separate field and venue check before guests arrive. Refresh field markings, prepare the changing rooms, place waste bins and test the trophy presentation area before the first team enters.
Frequently asked questions
- How far in advance should I organize a championship match?
- Confirm the venue, field, changing rooms and referee at least 6 to 8 weeks ahead. Send invitations after those details are fixed, then publish the schedule once registrations and team information are complete.
- How many drinks should I buy for a championship match?
- For the first hour, plan on 2 to 3 drinks per person, then adjust for match length and weather. Add extra water for players and officials, especially on a warm day, and chill the drinks before the venue opens.
- When should I check the field and changing rooms?
- Do an initial equipment and field check the day before, including the markings and sports materials. On match day, inspect the field and prepare the changing rooms before opening the location to teams.
- What should I prepare the day before a championship match?
- Print the match forms, confirm volunteers, check the weather, prepare decorations and verify catering quantities the day before. Also make sure the trophy, medals, balls, scoreboard, sound equipment and spare batteries are ready.
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.
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