Charity match checklist: what to arrange and when

A charity match needs more than two teams and a pitch. You need to confirm the venue, opponent, referee and first-aid cover before promotion starts, then build the donation process and volunteer rota around the match schedule. This checklist also covers practical details people often leave too late, such as changing-room bookings, dietary requirements, payment testing and spare sports equipment. Work through the plan in order so match day is about the fundraiser, not last-minute problem solving.

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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 the competition venue
Set the match date
2 people
Invite the opponent
Arrange referee
Assign first aid volunteers
Define the goal of the campaign
3 people
Create donation page
Create sponsorship packages
2 people
Approach local sponsors
2 people
Design competition poster
Send invitations
2 people
Publish on social media
Open the registration form
Hang posters
3 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Make locker room reservations
Reserve the equipment storage room
Draw up competition rules
2 people
Gather team lineups
2 people
Publish the program
Check donation boxes
2 people
Test payment terminal
Exchange cash
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Lay out competition shirts
2 people
Check the weather forecast

Event

Inspect the site
2 people
Pick up keys
Set up tables
4 people
Set up chairs
4 people
Set up party tents
5 people
Mark out the competition field
3 people
Check goals
2 people
Set out sports equipment
2 people
Hang up decorations
3 people
Set up banners
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up the cash register
2 people
Set up donation points
3 people
Set up the catering buffet
4 people
Set up coffee station
2 people
Set up first aid table
2 people
Check toilets
2 people
Brief volunteers
2 people
Welcome the teams
3 people
Open visitor registration
3 people
Collect admission
2 people
Hand out program booklets
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Register donations
2 people
Handle announcements
Guide the pre-match
3 people
Warm up the teams
2 people
Announce the opening
2 people
Assist with the charity match
5 people
Provide a rest break
3 people
Announce the results
2 people
Give thanks
Present prizes
2 people
Process final donations
2 people
Wave goodbye to visitors
3 people
Secure the cash
2 people

Aftercare

Collect waste
4 people
Clean up catering
4 people
Wash dishes
3 people
Dismantle furniture
5 people
Take down party tents
5 people
Clear away sports equipment
3 people
Turn off the sound system
2 people
Remove decorations
3 people
Clean the grounds
5 people
Clean changing rooms
2 people
Count the donation amount
2 people
Make a donation to charity
Publish results
Send thank-you message
2 people
Collect sponsorship materials
2 people
Return borrowed items
3 people
Store leftover groceries
2 people
Collect lost property
2 people
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
Clothes racksqty 2
Tableclothsqty 10

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 200
Cutlery setsqty 200
Serving plattersqty 12
Pouring jugsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 4

Sports equipment

Match ballsqty 4
Spare ballsqty 4
Conesqty 30
Marker vestsqty 30
Boundary flagsqty 4
Spare pump
Whistlesqty 3
Scoreboard
Match shirtsqty 30
Goalkeeper glovesqty 4
Water cratesqty 4
Water bottlesqty 30
Towelsqty 30

Decorations

Bannersqty 8
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Directional signsqty 8
Chalkboardsqty 4
Table décorqty 10
Fixing tapeqty 6
Cable tiesqty 100

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Cooling matsqty 6

Lighting

String lightsqty 6
Battery lanternsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the match date only after confirming the venue, opponent, referee and first-aid volunteers. Aim to have these core commitments in place at least 6–8 weeks before the game so invitations and sponsor outreach have a fixed date.
Test every donation route at least 7 days before the match. Make a small test payment through the donation page and payment device, and check every donation box before volunteers are briefed.
Publish the programme and team line-ups no later than 48 hours before kick-off. Keep a printed copy for the announcer and volunteers, because mobile reception or a dead phone should not stop the schedule.
Collect dietary requirements when people register, then give the final list to whoever is serving refreshments at least 72 hours before the event. This prevents suitable food and drinks being arranged after the shopping or catering deadline.
Assign volunteers to named time slots, not just general jobs. For a match-day setup, confirm who handles donations, refreshments, equipment, announcements and first aid, and send the rota at least 5 days in advance.

Frequently asked questions

How far in advance should I organise a charity match?: Start 6–8 weeks before the proposed match date. That gives you time to secure the venue, opponent, referee and first-aid cover before opening registrations and contacting sponsors.
When should I create the donation page for a charity match?: Create it as soon as the fundraising goal and match date are confirmed, ideally 4–6 weeks before the event. Test the page and payment device at least 7 days before kick-off.
How many volunteers do I need for a charity match?: Plan separate cover for donations, refreshments, equipment, announcements and first aid, then add at least 2 people for setup and pack-down. Confirm the rota 5 days before the match and include start and finish times.
When should I book changing rooms and the equipment room?: Request both bookings when you confirm the venue, preferably 4–6 weeks before the match. Reconfirm access, keys and opening times during the final week so teams and volunteers can enter on schedule.

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