Football stadium open day checklist

A football stadium open day combines timed activities, public access and several visitor routes, so preparation needs a clear order. Set the date and programme first, then secure stadium spaces, permits and suppliers before opening registrations. As the day approaches, confirm dietary requirements, guided tours, the match schedule and volunteer roles. The final checks cover weather, catering, signage, wristbands, refreshments and the registration desk.

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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 stadium spaces
2 people
Check permits
2 people
Reserve suppliers
2 people
Send invitations
2 people
Open online registrations
Post promotion on social media
2 people
Post program on website
Process registrations
2 people
Collect dietary requirements
Draw up the match schedule
2 people
Plan guided tours
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Hand out the run sheet
2 people
Check the weather forecast
Create the final visitor list
2 people
Confirm catering order
Do the shopping
3 people
Check materials
3 people
Prepare the registration desk
2 people
Prepare route signs
2 people
Sort vests and wristbands
2 people
Chill drinks
3 people
Prepare snacks
5 people
Set up the coffee and tea station
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Hang decorations
3 people
Set up sports fields
4 people
Set up football equipment
3 people
Mark the tour route
3 people
Test sound system
2 people
Check the lighting and power
2 people
Place waste stations
2 people
Check toilets
2 people
Give staff briefing
4 people

Event

Staff the check-in desk
4 people
Welcome visitors
6 people
Hand out wristbands
3 people
Give the opening speech
2 people
Guide tours
6 people
Guide football clinics
8 people
Supervise the penalty shootout competition
4 people
Assist with the signing ceremony
4 people
Supervise children's activities
5 people
Sell merchandise
3 people
Serve snacks
5 people
Serve drinks
5 people
Refill drinks
3 people
Refill coffee and tea
2 people
Collect waste
3 people
Check toilets periodically
2 people
Manage crowd flow
4 people
Announce evening program
2 people
Supervise the competition or show
6 people
Provide music
2 people
Guide departures and the exit
4 people

Aftercare

Store leftovers safely
3 people
Clean up catering
5 people
Dismantle furniture
6 people
Gather sports equipment
4 people
Remove decorations
3 people
Dispose of waste
4 people
Wash dishes
4 people
Clean the venue
6 people
Thoroughly clean the toilets
2 people
Inventory materials
3 people
Return borrowed items
2 people
Register lost property

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Folding chairsqty 120
Bar stoolsqty 16
Tableclothsqty 24
Waste binsqty 18
Crowd barriersqty 30

Tableware

Reusable cupsqty 800
Platesqty 700
Cutlery setsqty 700
Coffee cupsqty 250
Serving plattersqty 30
Serving tongsqty 20

Equipment

Coolersqty 12
Food warmersqty 8
Coffee machinesqty 4
Kettlesqty 3
Speakersqty 4
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Payment terminalsqty 4

Sports equipment

Footballsqty 40
Conesqty 80
Event vestsqty 60
Mini goalsqty 8
Penalty goalsqty 2
Skipping ropesqty 12
Speed laddersqty 4
Training conesqty 100

Decorations

Balloonsqty 300
Club flagsqty 30
Buntingqty 12
Roll-up bannersqty 6
Wristbandsqty 1200
Name stickersqty 1200
Route signsqty 35
Directional signsqty 25
Markersqty 30
A4 printing paperqty 500
Clipboardsqty 12

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 10
Measuring cupsqty 4
Kitchen brushesqty 4
Aluminum foilqty 6
Cling filmqty 6
Kitchen towelsqty 20

Cleaning

Cleaning cartsqty 2
Mugsqty 6
Bucketsqty 6
Broom setsqty 6
Glovesqty 24
Toilet brushesqty 6

Lighting

LED light garlandsqty 8
Battery lanternsqty 10

Catering

Groceries

Tips

Confirm the stadium spaces and permits before promoting the event. Allow at least four to six weeks for approvals or venue requirements, especially if visitors will access changing rooms, stands or the pitch.
Publish the programme before opening online registration. Include tour times, football activities and any match schedule so visitors can choose a slot instead of arriving for the same activity at once.
Assign volunteers to specific posts rather than giving everyone a general role. Have named people for registration, route guidance, tours, activity areas and crowd flow, and hand out the run sheet before opening.
Prepare the visitor list and dietary requirements at least two days before the open day. Use this information to confirm the catering order and label snacks or meals before guests arrive.
Complete the site check on the day before opening: test speakers and wireless microphones, check extension cords and power strips, place route signs and barriers, sort vests and wristbands, and chill the drinks.

Frequently asked questions

How far in advance should I plan a football stadium open day?: Start the main planning at least six to eight weeks before the event. Set the date, reserve stadium spaces, check permits and book suppliers first; registrations and promotion can follow once the programme is reliable.
When should I open registration for a stadium open day?: Open online registration around four weeks before the event, once the programme and tour times are confirmed. Close or review registrations two to three days beforehand so you can create the final visitor list and confirm dietary requirements.
How many volunteers do I need for a football stadium open day?: Plan at least one volunteer for registration, one for each active tour or activity area, and additional people for route guidance and crowd flow. For several simultaneous activities, assign roles by area and keep one coordinator free to cover breaks or problems.
When should I prepare the catering and equipment?: Confirm the catering order two to three days before the open day and buy remaining supplies no later than the day before. Prepare the registration desk, signs, vests, wristbands and activity equipment the day before, then chill drinks and set out snacks on the event day.

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