Club Day Checklist: What to Arrange and When

A club day combines registration, several sports, team divisions, match schedules, catering, sound, and on-site setup. Start by fixing the date, program, venue, and fields before inviting participants. As registrations come in, collect dietary requirements and build the teams, pools, referee rota, and volunteer schedule. In the final week, confirm numbers, print the program and rules, check equipment, and prepare the site so registration and the first matches can start on time.

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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 the date and program
2 people
Reserve the venue and fields
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Determine sports components
3 people
Divide into teams and pools
2 people
Create the match schedule
2 people
Assign referees
Assign volunteers
2 people
Book catering
Reserve a sound system
Check the weather forecast
Update participant list
Create the final diet list
Create a site map
Print program and rules
Check the shopping list
2 people
Check sports equipment
2 people
Test sound equipment
2 people
Clean coolers
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Sort sports shirts and vests
2 people
Lay out prizes and medals
Inspect the grounds
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up sports fields
3 people
Prepare sports equipment
3 people
Set up the registration table
2 people
Set up the catering table
3 people
Set up drink station
2 people
Place sound system
2 people
Hang decorations
3 people
Prepare lunch and snacks
4 people
Prepare coffee and tea
2 people
Prepare first aid kit
Brief volunteers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Announce team assignments
Explain the rules
2 people
Guide sports activities
6 people
Keep track of scores
2 people
Refill the water stations
2 people
Serve fruit and snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Set up buffet
4 people
Serve the buffet
4 people
Serve diet meals
2 people
Assist with the finals
4 people
Check final standings
2 people
Present prizes
2 people
Provide music
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Collect waste
4 people
Dismantle buffet and drink station
3 people
Clear away sports equipment
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Disconnect sound equipment
2 people
Wash dishes
3 people
Clean the grounds
4 people
Leave venue clean
2 people
Count inventory
2 people
Clean and dry materials
3 people
Return materials
2 people
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Sports equipment

Footballsqty 8
Basketballsqty 4
Volleyballqty 4
Tennis ballsqty 30
Conesqty 40
Laddersqty 2
Hoopsqty 12
Vestsqty 50
Whistlesqty 6
Scoreboardsqty 4
Game clocksqty 4
Barrier tapeqty 2
Team shirtsqty 60

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 4
Water jugsqty 6

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Hand truckqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Club flagsqty 6
Program boardsqty 4
Name badgesqty 100
Markersqty 12
Tapeqty 6

Lighting

String lightsqty 6
LED lanternsqty 8
Spare batteriesqty 24

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Floor squeegeesqty 2
Broomsqty 3
Dustpan and brushqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, program, venue, and fields before opening registration. Participants need to know the sports and timetable before they can make a useful commitment.
Close registrations early enough to divide teams and pools properly. Allow at least 3 days between the registration deadline and publishing the final match schedule.
Treat dietary information as a separate deadline, not a last-minute catering note. Finalize the diet list before confirming buffet quantities and serving arrangements.
Test the sound system, microphone, speaker, extension cords, game clocks, and scoreboards before the event day. A working setup should be checked while there is still time to replace or repair equipment.
Plan the final setup around the site map: registration desk, fields, buffet, seating, waste bins, tents, and sound equipment. Chill drinks and place non-perishable supplies only after the shopping check is complete.

Frequently asked questions

How far in advance should I organize a club day?: Set the date and reserve the venue and fields at least 8 to 12 weeks ahead. Open registration once the program and sports components are clear, then keep the final week for confirmations and setup.
When should club day registration close?: Close registration at least 3 days before the event, and preferably 5 to 7 days before if teams and pools depend on participant numbers. Use the final list to assign teams, referees, volunteers, catering, and dietary requirements.
How much time do I need for club day setup?: Allow 2 to 3 hours before the first match for tables, chairs, tents, registration, sports equipment, buffet supplies, waste bins, and sound checks. Add extra time if fields or equipment come from different storage points.
What should I check the day before a club day?: Check the weather forecast, participant and diet lists, shopping list, sports equipment, printed program and rules, and the site map. Chill drinks and test the sound equipment the day before, so missing items can still be replaced.

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.