Club championship checklist: plan it from entries to prizes

A club championship needs more than a competition format and a start time. You must close registration, collect dietary requirements, build the participant list, schedule matches, and assign referees and volunteers before event day. The practical work continues on site: prepare the registration desk, course, equipment, score sheets, catering, drinks, and prize table in the right order. Use this checklist to keep the planning visible and prevent last-minute gaps.

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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

Set competition format
2 people
Set competition rules
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the participant list
2 people
Create the match schedule
2 people
Assign referees
2 people
Assign volunteers
2 people
Confirm reservations
Order prizes and medals
Check the shopping list
2 people
Do the shopping
2 people
Check competition materials
2 people
Print score sheets
Inform participants
Open venue
2 people
Set up the course
4 people
Set up tables and chairs
4 people
Set out competition equipment
3 people
Set up the registration table
2 people
Set up catering
3 people
Chill drinks
2 people
Set up the prize table
2 people
Volunteer briefing
6 people

Event

Receive participants
3 people
Register participants
3 people
Give the opening briefing
2 people
Supervise races
8 people
Process scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
2 people
Assist with the finals
6 people
Check final standings
2 people
Handle prize ceremony
3 people
Give a farewell and thank-you
2 people

Aftercare

Gather competition materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
4 people
Store materials
3 people
Return borrowed items
2 people
Publish results

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Registration desk
Prize table
Party tentsqty 2

Sports equipment

Match ballsqty 12
Training bibsqty 30
Conesqty 40
Barrier tapeqty 4
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 6
Measuring tapesqty 3
Spare pumpqty 2

Equipment

Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Pitcherqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 10
Serving spoonsqty 6
Coolersqty 4
Ice cube traysqty 4

Decorations

Club flagsqty 8
Bannersqty 4
Tableclothsqty 8
Balloonsqty 100
Balloon pumpqty 2

Lighting

String lightsqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries

Prizes

Winner's cupsqty 3
Medalsqty 30
Certificatesqty 80
Trophy

Safety

First aid kit
Ice packsqty 6

Administration

Score sheetsqty 150
Participant badgesqty 80
Pensqty 20
Clipboardsqty 10
Name stickersqty 100
Notice board
Markersqty 12
Printer paperqty 2

Tips

Set the competition format and rules before sending invitations. Give participants a clear registration deadline, then allow at least 3 days to process entries and resolve missing information.
Create the match schedule only after registrations are closed. Share the final schedule with participants and referees at least 48 hours before the championship so changes do not disrupt check-in.
Check every scoring and competition item together, including scoreboards, stopwatches, measuring tapes, whistles, cones, barrier tape, and a spare pump. Test laptops, printers, microphones, speakers, extension cords, and power strips before setup.
Give volunteers specific posts and arrival times rather than a general briefing. A short briefing 30–60 minutes before opening should cover registration, scoring, course control, catering, and who handles questions.
Set up the venue in a fixed sequence: open and inspect the space, mark the course, place tables and chairs, prepare registration and prize tables, then set out equipment and catering. Chill drinks early and keep score sheets and pens at the scoring point.

Frequently asked questions

How far in advance should I plan a club championship?: Start planning at least 6–8 weeks ahead. Set the format, rules, reservations, invitations, and registration process first; order prizes and confirm volunteers once the likely participant count is known.
When should club championship registration close?: Close registration 7–10 days before the event. This leaves enough time to confirm dietary requirements, create the participant list, build the match schedule, and assign referees and volunteers.
How many volunteers do I need for a club championship?: Base the number on the number of simultaneous activity points, then add at least 2 people for registration, scoring, or breaks. Assign every volunteer a role and arrival time, and hold the briefing 30–60 minutes before opening.
What should I prepare the day before a club championship?: Print score sheets, check the shopping and equipment lists, charge or test electronics, and pack prizes and medals the day before. Keep the final setup for event day, but prepare labels, schedules, signage, and registration materials in advance.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.