European Championship event checklist

Organising a European Championship event involves more than putting a match on a large screen. You need to confirm the venue, publish the programme, manage registrations and dietary requirements, and coordinate suppliers and volunteers. The final days are for shopping, checking supplies, chilling drinks and preparing snacks. On the event day, allow time to set up seating, signage, registration and sound before guests arrive. This checklist keeps the work in order so small details do not become last-minute problems.

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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

Publish the date and program
2 people
Finalize the venue
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Check permits
Check insurance
Confirm suppliers
2 people
Assign volunteers
2 people
Print the match schedule
Print Signage
Inventory materials
2 people
Check shelf life of supplies
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Pack diet options separately
2 people
Set up the playlist
Check the weather forecast
Check route and access
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
4 people
Set up screen
3 people
Test the video connection
2 people
Test sound
2 people
Set up lighting
3 people
Tape down cables securely
2 people
Hang decorations
3 people
Place information signs
2 people
Set up registration desk
2 people
Set up the buffet
4 people
Make coffee and tea
2 people
Set out snacks
3 people
Place waste bins
2 people
Hold team briefing
5 people

Event

Welcome guests
4 people
Check off registrations
2 people
Distribute program
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Start race footage
2 people
Monitor audio and video
2 people
Refill drinks
3 people
Restock the buffet
3 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets
2 people
Answer audience questions
2 people
Announce end time
See off guests
4 people
Publish final standings

Aftercare

Switch off equipment
2 people
Cover food and drinks
2 people
Collect tableware
3 people
Sort waste
3 people
Wipe down tables and chairs
3 people
Clean the venue
4 people
Remove decorations
3 people
Take down party tents
4 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 3
Tablesqty 12
Chairsqty 110
Bar stoolsqty 8
Buffet tablesqty 4
Registration desk
Clothes racksqty 2

Tableware

Reusable glassesqty 140
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Small bowlsqty 20
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3

Equipment

Large screen
Media player
Speakersqty 2
Microphone
Mixer
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Cable traysqty 20
Power banksqty 4
Coolersqty 6
Thermos flasksqty 6

Lighting

LED lampsqty 10
String lightsqty 6
Batteriesqty 24

Decorations

European flagsqty 12
Country flagsqty 16
Bike flagsqty 40
Buntingqty 8
Tableclothsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Ropeqty 3

Sports equipment

Road bike
Bike helmetqty 2
Bike pump
Bike standqty 2
Stage ribbon

Catering

Cooler cratesqty 8
Ice cube traysqty 4
Water jugsqty 8
Drink dispensersqty 3
Serving plattersqty 12
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Bottle openersqty 4
Kitchen tongsqty 6
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Washing-up tubsqty 3

Tips

Publish the date and programme before sending invitations, then set a clear registration deadline. Use the final attendee list to plan seating, food quantities and separate dietary options.
Check the venue, permits, insurance, access route and weather forecast before confirming suppliers. If outdoor space is involved, decide in advance whether a party tent and extra LED lighting are needed.
Test the large screen, media player, speakers, microphone and mixer before guests arrive. Run extension cords and cable reels safely, cover walkways with cable trays, and keep power banks available for essential devices.
Count reusable glasses, coffee cups, plates, cutlery, bowls and serving equipment against the expected number of guests. Check shelf life before shopping, and chill drinks early enough to serve them cold from the start.
Assign volunteers to specific jobs such as registration, food service and technical support. Open the venue with enough time to set up tables, chairs, the registration desk, signage and the printed match schedule before the first arrival.

Frequently asked questions

How far in advance should I organise a European Championship event?: Start venue, permit and supplier checks at least 6 to 8 weeks before the event. Publish the date and programme early, and close registrations several days before the event so you can confirm food, seating and volunteer duties.
How many drinks should I buy for a European Championship event?: Plan around 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Add non-alcoholic options and chill the drinks before guests arrive; coolers and thermos flasks help keep service moving.
When should I prepare the food and dietary options?: Check dietary requirements as registrations come in and pack those options separately before the event day. Prepare snacks as close to opening time as practical, while shelf-stable supplies can be checked and bought several days earlier.
How early should I open the venue before the match starts?: Allow at least 2 hours for setup when you need tables, chairs, a registration desk, screen, sound equipment, signage and lighting. Test the full match broadcast before opening rather than troubleshooting after guests arrive.

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.