How to organise a club championship
A club championship runs smoothly when competition planning comes before catering and decoration. Start by publishing the date and programme, then manage registrations, dietary requirements and the match format before booking fields and assigning officials. In the final week, confirm volunteers, prizes, equipment and the weather plan. On the day, allow time to inspect the grounds, prepare registration and scoring points, and set up every playing area before participants arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Publish the date and program
2 people
- 2
Send invitations
2 people
- 3
Process registrations
2 people
- 4
Collect dietary requirements
- 5
Reserve sports fields
- 6
Create the match schedule
2 people
- 7
Assign referees
2 people
- 8
Assign volunteers
2 people
- 9
Order prizes
- 10
Share the competition rules
- 11
Check the weather forecast
- 12
Print participant list
- 13
Print match forms
- 14
Do the shopping
3 people
- 15
Check sports equipment
2 people
- 16
Set out prizes
- 17
Open venue
2 people
- 18
Check grounds and changing rooms
2 people
- 19
Set up tables and chairs
4 people
- 20
Set up the course
4 people
- 21
Set up the score tables
2 people
- 22
Prepare sports equipment
3 people
- 23
Set up registration desk
2 people
- 24
Hang decorations
2 people
- 25
Chill drinks
2 people
- 26
Prepare coffee and tea
2 people
- 27
Prepare snacks and buffet
4 people
- 28
Test the PA system
2 people
- 29
Brief volunteers
3 people
Event
- 30
Receive participants
3 people
- 31
Register attendance
2 people
- 32
Announce the opening tournament
- 33
Supervise races
8 people
- 34
Process scores
2 people
- 35
Refill drinks
2 people
- 36
Serve snacks
3 people
- 37
Serve the buffet
4 people
- 38
Collect tableware
2 people
- 39
Assist with the finals
5 people
- 40
Announce the winners
- 41
Present prizes
2 people
- 42
Provide music
- 43
Serve the last round
2 people
Aftercare
- 44
Gather sports equipment
3 people
- 45
Clean up the venue
5 people
- 46
Put furniture back
4 people
- 47
Wash dishes
3 people
- 48
Collect waste
3 people
- 49
Clean the venue
4 people
- 50
Empty and clean coolers
2 people
- 51
Switch off equipment
2 people
- 52
Return borrowed items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 70
- High tablesqty 4
- Party tentsqty 2
Sports equipment
- Match ballsqty 8
- Spare ballsqty 4
- Conesqty 40
- Field marking tapeqty 6
- Whistlesqty 8
- Scoreboardsqty 8
- Sports vestsqty 40
- Stopwatchesqty 6
- First aid kitsqty 2
Equipment
- Sound system
- Microphonesqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Coolersqty 4
Tableware
- Reusable drinking glassesqty 100
- Platesqty 80
- Cutlery setsqty 80
- Coffee cupsqty 50
- Serving bowlsqty 12
- Serving plattersqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Serving spoonsqty 8
Decorations
- Club flagsqty 8
- Tableclothsqty 8
- Prize table
Lighting
- LED lampsqty 6
Cleaning
- Waste binsqty 8
- Broom setsqty 3
- Mopsqty 3
Catering
- Groceries
Tips
- Publish the date, programme and competition rules before opening registrations. Close entries early enough to print the participant list, prepare match forms and build a schedule without last-minute changes.
- Create the match schedule only after registrations close, then assign referees and volunteers against specific matches or duties. Share the final timetable and rules at least 3–5 days before the championship.
- Check every playing area and changing room before setup begins. Mark the course, position cones and scoreboards, and keep spare balls, whistles, stopwatches and a first aid kit at the fields rather than at the registration desk.
- Prepare a separate registration and scoring area with tables, chairs, printed lists and match forms. Put the sound system, microphones, extension cords and power strips through a power check before participants arrive.
- Set out prizes, flags and tablecloths after the competition areas are ready, not before. Chill drinks in advance and use coolers; keep coffee machines, kettles, thermos flasks, glasses and serving items together so refreshments do not interrupt match operations.
Frequently asked questions
- How far in advance should I announce a club championship?
- Publish the date and programme at least 6–8 weeks before the event so members can register and you can reserve sports fields. Set a firm registration deadline, then use the final week for the schedule, staffing and printed documents.
- When should I create the match schedule?
- Create the schedule as soon as registrations close, usually 7–10 days before the championship. Build in realistic match times, breaks and setup time, then assign referees and volunteers to the final version.
- How many volunteers do I need for a club championship?
- Plan at least one person for registration, one scoring contact for each active playing area, and one coordinator for referees and volunteers. Add a setup and refreshments team of 2–4 people if the event includes several fields or a shared food area.
- What should I do the day before a club championship?
- Check the weather forecast, confirm the venue and volunteers, and pack the printed participant list, match forms, rules and prizes. Test the sound system and microphones, charge or locate stopwatches, and separate match equipment from refreshments so setup takes no longer than 2–3 hours.
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