Club championship checklist: from first announcement to final whistle

A club championship needs more than a fixture list and a box of balls. You need time to process registrations, confirm dietary requirements, reserve the fields, assign referees and volunteers, and prepare scorekeeping materials. This checklist puts those jobs in a workable order, including the details that are often left until the last morning: printed match forms, spare equipment, changing-room checks, drinks, prizes and weather planning. Use it to coordinate the preparation team and keep event day focused on the competition.

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

Publish the date and program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve sports fields
Create the match schedule
2 people
Assign referees
2 people
Assign volunteers
2 people
Order prizes
Share the competition rules
Check the weather forecast
Print participant list
Print match forms
Do the shopping
3 people
Check sports equipment
2 people
Set out prizes
Open venue
2 people
Check grounds and changing rooms
2 people
Set up tables and chairs
4 people
Set up the course
4 people
Set up the score tables
2 people
Prepare sports equipment
3 people
Set up registration desk
2 people
Hang decorations
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks and buffet
4 people
Test the PA system
2 people
Brief volunteers
3 people

Event

Receive participants
3 people
Register attendance
2 people
Announce the opening tournament
Supervise races
8 people
Process scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Serve the buffet
4 people
Collect tableware
2 people
Assist with the finals
5 people
Announce the winners
Present prizes
2 people
Provide music
Serve the last round
2 people

Aftercare

Gather sports equipment
3 people
Clean up the venue
5 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Empty and clean coolers
2 people
Switch off equipment
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 4
Party tentsqty 2

Sports equipment

Match ballsqty 8
Spare ballsqty 4
Conesqty 40
Field marking tapeqty 6
Whistlesqty 8
Scoreboardsqty 8
Sports vestsqty 40
Stopwatchesqty 6
First aid kitsqty 2

Equipment

Sound system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Tableware

Reusable drinking glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving bowlsqty 12
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving spoonsqty 8

Decorations

Club flagsqty 8
Tableclothsqty 8
Prize table

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3

Catering

Groceries

Tips

Publish the date and programme before opening registrations, then set a clear registration deadline at least 7 days before the championship. This gives you time to build the match schedule and follow up on missing information.
Create the match schedule only after registrations close, and allow at least 10 minutes between matches where teams need to move between fields. Share the competition rules with participants before the event, not at the registration desk.
Assign each referee and volunteer to a named shift, including registration, score tables and equipment support. Have one person responsible for collecting completed match forms so results do not disappear between fields.
Check the weather forecast 48 hours before the championship and again on the morning itself. Confirm the fields, changing rooms, tents, tables and power requirements early enough to change the setup if conditions deteriorate.
Prepare a separate event-day box with printed participant lists, match forms, whistles, stopwatches, spare balls, first aid kits and pens. Chill drinks before doors open and set out prizes only after checking the final results process.

Frequently asked questions

How far in advance should I announce a club championship?: Publish the date and programme at least 4 weeks in advance so participants can register and volunteers can be assigned. Close registrations around 7 days before the event to leave time for scheduling.
When should I create the club championship match schedule?: Create the schedule after registrations close, usually 5 to 7 days before the championship. Keep at least 10 minutes between matches if teams or officials must move between fields.
How many referees and volunteers do I need for a club championship?: Assign at least one referee per active match and one volunteer for registration and each score table. Add one equipment or general support person for every 20 to 30 participants, depending on the number of fields.
When should I check the weather for an outdoor club championship?: Check the forecast 48 hours before the event and again on the morning of the championship. Use that second check to confirm field conditions, tents, clothing guidance and any changes to the programme.

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.