Cup Competition Checklist

A cup competition needs more than a match schedule. Teams, referees, changing rooms, field markings, equipment and refreshments all have to line up on the same day. Start with the match and venue bookings, then confirm registrations and staffing before preparing the field and cafeteria. This checklist covers the details that are easy to leave until the last minute, including dietary requirements, spare balls, parking information, printed forms and chilled drinks.

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

Confirm the match and referee
Share team selection and match schedule
Send invitations
Process registrations
Collect dietary requirements
Confirm dressing room reservation
Confirm field reservation
Assign competition supervisors
2 people
Assign canteen staff
Share parking information
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Print competition forms
Post the team assignments
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Open changing rooms
Carry out a field inspection
2 people
Check goals and nets
2 people
Check the field lines
2 people
Clean the stands and entrance
2 people
Set up tables and chairs
3 people
Set up the cafeteria
3 people
Hang decorations
2 people
Set up competition table
2 people
Lay out the first aid kit
Check the sound system

Event

Welcome the teams
2 people
Receive the referee
Have the competition forms signed
Welcome the audience
3 people
Arrange entry and access control
2 people
Open the match
Supervise the competition
3 people
Refill drinks
2 people
Serve snacks
2 people
Record the standings and results
Record injuries
Prepare awards ceremony
2 people
Handle prize ceremony
2 people
Host the after-event gathering and welcome
3 people
Refill coffee and tea
Remove waste periodically
See the crowd off
2 people

Aftercare

Close the cafeteria
2 people
Remove materials from the field
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the cafeteria
3 people
Clean changing rooms
2 people
Clean the stands and entrance
2 people
Empty waste containers
2 people
Lock up the venue
2 people
Report the results
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 8
Folding chairsqty 60
Competition table
Changing room benchesqty 8
Waste binsqty 8

Sports equipment

Match ballsqty 4
Spare ballsqty 4
Conesqty 30
Ball netqty 2
Linesman flagsqty 2
Whistlesqty 3
Scoreboard
Spare vestsqty 20
Water cratesqty 4
Spare shoelacesqty 4
Training conesqty 30

Equipment

Wireless microphone
Speakerqty 2
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Tableware

Reusable drinking cupsqty 100
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 3

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Pliersqty 4
Ice packsqty 12
Bottle openersqty 3

Decorations

Club flagsqty 6
Balloonsqty 100
Buntingqty 8
Tableclothsqty 8

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Hand broomsqty 4

Catering

Groceries

Tips

Confirm the field and changing-room reservations before sending the final schedule. Teams need clear arrival information, including parking, dressing-room access and the match start time.
Set a cut-off date for registrations and dietary requirements at least 7 days before the competition. This gives you time to finalise team assignments, catering quantities and printed competition forms.
Inspect the field on match day before teams arrive. Check the goals, nets and field lines, and place spare balls, cones, flags, whistles and vests where supervisors can reach them quickly.
Plan refreshments by service time rather than leaving them until setup. Chill drinks in advance, prepare snacks before the first match and allow enough coffee, tea, cups, plates and cutlery for every break.
Test the public-address setup before the opening announcements. Check the wireless microphone, speaker, extension cords and power strips, and keep a backup way to share team assignments and schedule changes.

Frequently asked questions

How far in advance should I organise a cup competition?: Start venue, referee and match planning at least 6 to 8 weeks ahead. Set the registration deadline around 7 days before the event so teams, staffing and refreshments can be confirmed.
What should I check on the football field before the cup competition?: Allow 30 to 45 minutes before the first match to inspect the surface, field lines, goals and nets. Also place match balls, spare balls, cones and linesman flags at the competition table.
How many volunteers are needed for a cup competition?: Plan separate coverage for competition supervision, the canteen and venue access, rather than assigning every duty to one person. Make the rota at least 7 days before the event and include cover for breaks.
When should drinks and snacks be prepared for a cup competition?: Chill drinks several hours before teams arrive and prepare snacks before the first match. Set out coffee and tea shortly before service, while keeping extra water and cups available throughout the competition.

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.