How to organise a Champions' Party from start to finish

A Champions' Party works best when you treat it as two events: a meal and social programme, followed by a properly prepared awards ceremony. Start by fixing the date and venue, then build the guest list, catering numbers and programme around that. The details people usually leave too late are dietary requirements, team photos, the cake pickup and chilled drinks. Use a single run sheet and contact list so the setup team knows what must happen before guests arrive.

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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
Send invitations
2 people
3
Open registrations
4
Book music and entertainment
5
Create the program
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm number of guests
9
Calculate catering quantities
2 people
10
Order cake
11
Collect team photos
12
Prepare awards ceremony
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Check drinks and supplies
2 people
16
Picking up the cake
17
Sort decorations
2 people
18
Prepare name badges
2 people
19
Print the run sheet and contact list
20
Open and inspect the venue
2 people
21
Clean the floor and toilets
3 people
22
Set up tables and chairs
4 people
23
Set up the buffet and bar
3 people
24
Fill coolers
2 people
25
Chill drinks
2 people
26
Prepare snacks
4 people
27
Set out sandwiches and fillings
3 people
28
Set up the coffee and tea station
2 people
29
Hang decorations
3 people
30
Hang team photos
2 people
31
Test the music
2 people
32
Set up the awards ceremony
2 people
33
Brief reception team
4 people

Event

34
Welcome guests
4 people
35
Register attendance
2 people
36
Serve welcome drinks
3 people
37
Serve snacks
3 people
38
Refill drinks
2 people
39
Refill buffet
3 people
40
Support awards ceremony
3 people
41
Take team photo
2 people
42
Cut and serve cake
3 people
43
Serve coffee and tea
2 people
44
Empty trash bins
2 people
45
Announce the final round
46
See off guests
3 people

Aftercare

47
Store food and drinks safely
3 people
48
Clear away furniture
5 people
49
Wash dishes
3 people
50
Clean the venue
4 people
51
Remove decorations
3 people
52
Switch off equipment
2 people
53
Collect lost and found items
2 people
54
Dispose of waste
3 people
55
Return materials
2 people
56
Store leftover stock
2 people
57
Conduct the final venue check
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Buffet tablesqty 3
Clothes racksqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 100
Reusable glassesqty 150
Coffee cupsqty 80
Cutlery setsqty 120
Serving plattersqty 15
Pitchersqty 8
Thermos flasksqty 6

Catering

Coolersqty 6
Ice cube traysqty 4
Serving tongsqty 8
Cake serversqty 2
Coffee filtersqty 150
Groceries

Decorations

Club flagsqty 12
Party buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Champions banner
Table décorqty 10
Name badgesqty 100
Photo framesqty 12
Confetti cannonsqty 4

Sports equipment

Champion's Cup
Medal ribbonsqty 25
Commemorative medalsqty 25

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Mobile phone chargerqty 2

Lighting

String lightsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 3
Kitchen scalesqty 8
Serving knivesqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Broom and dustpanqty 2

Tips

Set the date, venue and programme before sending invitations. Give guests a clear registration deadline, then leave at least 3 days to process responses, collect dietary requirements and confirm the final guest count.
Plan the catering from the confirmed numbers, not from the invitation list. Finish the quantity check and shopping at least 1 day before the party, allowing time to order the cake and collect it on the day.
Build the awards ceremony into the programme before arranging the room. Prepare the Champion's Cup, medal ribbons, commemorative medals and team photos in a labelled order so the presentation does not stall.
Assign venue setup in time blocks: inspect the space first, clean the floor and toilets, then arrange tables and chairs before setting up the buffet, bar and decorations. Start chilling drinks at least 2 hours before guests arrive.
Print the run sheet, contact list and name badges before setup begins. Check speakers, coolers, serving equipment and tableware against the shopping list, because replacing missing items after the doors open is difficult.

Frequently asked questions

How far in advance should I plan a Champions' Party?: Fix the date and venue at least 6 weeks ahead if you need entertainment, registrations and catering. Set the RSVP deadline about 10 days before the party so you still have time to confirm numbers and quantities.
When should I order the cake for a Champions' Party?: Order the cake after registrations close and the guest count is confirmed, ideally 7 to 10 days before the event. Arrange pickup on the day and allow at least 30 minutes for transport, storage and checking the decoration.
How long before the party should drinks be chilled?: Put drinks in coolers at least 2 hours before guests arrive. Keep extra ice available and check the bar again 30 minutes before opening, when the first drinks are usually served.
What should I prepare for the awards ceremony?: Prepare the programme, team photos, Champion's Cup, medal ribbons and commemorative medals at least 1 day beforehand. Place them in presentation order and print the run sheet so the host can move through the ceremony without searching for items.

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.