How to organise a benefit match from start to finish

A benefit match needs two plans running together: a smooth sports event and a clear fundraising effort. Start by fixing the purpose, date, venue and budget before inviting teams or sponsors. Then build the match schedule around confirmed teams, officials, changing rooms and available equipment. In the final week, confirm payments, volunteers, catering, dietary requirements and the programme. The tasks and supplies below give you a practical checklist, but the order matters most when time and money are limited.

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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

1
Confirm date and location
2 people
2
Contact competition teams
2 people
3
Arrange referee
4
Define the goal of the fundraising campaign
3 people
5
Set budget and admission price
2 people
6
Publish registration form
7
Send invitations
2 people
8
Post on social media
9
Approach sponsors
3 people
10
Create the match schedule
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Schedule volunteers
2 people
14
Make locker room reservations
15
Reserve the equipment storage room
16
Check permits
17
Check insurance
18
Arrange donation boxes
19
Arrange the entry payment method
2 people
20
Design program booklet
21
Print program booklets
2 people
22
Confirm team assignments
23
Share the competition rules
24
Check the shopping list
2 people
25
Order catering
2 people
26
Check the weather forecast
27
Remind teams and volunteers
28
Do the shopping
3 people
29
Chill drinks
2 people
30
Gather competition materials
3 people
31
Prepare cash register and change
2 people
32
Inspect the grounds
3 people
33
Secure the site
3 people
34
Set up tents and tables
6 people
35
Set up chairs
4 people
36
Mark out the competition field
4 people
37
Check goals
2 people
38
Set out sports equipment
2 people
39
Hang decorations
3 people
40
Set up donation points
2 people
41
Set up the catering buffet
4 people
42
Prepare coffee and tea
2 people
43
Prepare snacks
4 people
44
Set up the registration desk
2 people
45
Place route signs
2 people
46
Prepare the changing rooms
2 people
47
Brief volunteers
3 people

Event

48
Welcome the teams
3 people
49
Welcome visitors
4 people
50
Collect admission
3 people
51
Hand out program booklets
2 people
52
Announce the opening
53
Introduce the teams
54
Supervise the competition
4 people
55
Serve drinks
3 people
56
Serve snacks
3 people
57
Refill drinks
2 people
58
Replenish the catering buffet
3 people
59
Register donations
2 people
60
Announce rest periods
61
Arrange respite care
2 people
62
Announce the results
2 people
63
Handle prize ceremony
3 people
64
Support the evening program
3 people
65
Process final donations
2 people
66
Wave goodbye to visitors
3 people

Aftercare

67
Close the register
2 people
68
Seal donation boxes
2 people
69
Store supplies securely
3 people
70
Remove decorations
3 people
71
Take down tents and tables
6 people
72
Clear away sports equipment
3 people
73
Collect waste
4 people
74
Wash dishes
3 people
75
Clean the grounds
4 people
76
Clean changing rooms
2 people
77
Return materials
3 people
78
Count the proceeds
3 people
79
Transfer Proceeds
80
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Waste binsqty 8
Changing room benchesqty 8

Sports equipment

Football goalsqty 2
Footballsqty 8
Conesqty 30
Marker conesqty 40
Boundary flagsqty 4
Whistlesqty 3
Scoreboard
Spare vestsqty 24
Cool bags for playersqty 4
Water cratesqty 6
First aid kitsqty 2
Ice packsqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 15
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Coolersqty 6
Induction hobsqty 2
Food warmersqty 4
Aluminum traysqty 20
Kitchen scalesqty 2

Equipment

Extension cordsqty 8
Power stripsqty 6
Portable speakersqty 2
Microphone
Megaphonesqty 2
Cash registersqty 2
Payment terminal

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Sponsor postersqty 20
Directional signsqty 12
Prize trophiesqty 2
Winner ribbonsqty 24

Lighting

LED lampsqty 8
String lightsqty 6
Flashlightsqty 6

Cleaning

Cleaning bucketsqty 4
Broomsqty 4
Floor squeegeesqty 2
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the fundraising target and entry price before publishing the sign-up form. Give teams and spectators one clear explanation of what their payment supports, and decide whether donations will be collected separately in donation boxes or through the entry payment.
Work backwards from kick-off: confirm teams and the referee first, then create the schedule and share the rules. Send final team assignments and arrival times at least 48 hours before the match so late changes do not delay the first game.
Count people before ordering catering. Collect dietary requirements with registrations, then plan serving tables, reusable cups, plates and water for the confirmed number of players, volunteers and spectators rather than estimating on the day.
Assign volunteers to specific time blocks instead of asking for general help. Cover registration and payments, pitch and equipment checks, refreshments, changing rooms, first aid and waste collection from opening time until the last team leaves.
Complete the safety and access checks at least one week in advance. Confirm permits, insurance, changing-room and storage-room reservations, then check goals, balls, cones, bibs, whistles, scoreboards, water and first-aid supplies before loading them for the venue.

Frequently asked questions

How long does it take to organise a benefit match?: Allow at least 6 to 8 weeks for a small benefit match. This gives you time to secure the venue and referee, approach teams and sponsors, publish registration, arrange permits and insurance, and order catering and equipment.
How many teams do I need for a benefit match?: Start planning with at least 4 confirmed teams if you want a simple tournament format. Do not publish a fixed schedule until registrations close or you have a firm deadline, because one withdrawal can change every match time.
When should I send invitations for a charity football match?: Send the first invitations 6 to 8 weeks before the match and set a registration deadline about 3 weeks before kick-off. Share the final schedule, team assignments and rules at least 48 hours before the event.
How much food and water should I arrange for a benefit match?: Base catering on the final headcount, including players, volunteers and spectators who are eating. Provide water throughout the event, confirm dietary requirements by the registration deadline, and place the catering order no later than 7 days before the match.

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.