How to organise a club championship

Start by fixing the competition format and rules before you invite anyone. Once registrations are in, turn them into a final participant list, match schedule and named referee and volunteer roles. The practical pressure comes later: printing score sheets, checking equipment, setting up the course and getting the registration desk ready before the first match. Use the plan below to keep decisions, purchases and event-day setup in the right order.

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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
Set competition format
2 people
2
Set competition rules
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Create the participant list
2 people
7
Create the match schedule
2 people
8
Assign referees
2 people
9
Assign volunteers
2 people
10
Confirm reservations
11
Order prizes and medals
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Check competition materials
2 people
15
Print score sheets
16
Inform participants
17
Open venue
2 people
18
Set up the course
4 people
19
Set up tables and chairs
4 people
20
Set out competition equipment
3 people
21
Set up the registration table
2 people
22
Set up catering
3 people
23
Chill drinks
2 people
24
Set up the prize table
2 people
25
Volunteer briefing
6 people

Event

26
Receive participants
3 people
27
Register participants
3 people
28
Give the opening briefing
2 people
29
Supervise races
8 people
30
Process scores
2 people
31
Refill drinks
2 people
32
Serve snacks
3 people
33
Restock break buffet
2 people
34
Assist with the finals
6 people
35
Check final standings
2 people
36
Handle prize ceremony
3 people
37
Give a farewell and thank-you
2 people

Aftercare

38
Gather competition materials
4 people
39
Clear tables and chairs
4 people
40
Wash dishes
3 people
41
Collect waste
2 people
42
Clean the venue
4 people
43
Store materials
3 people
44
Return borrowed items
2 people
45
Publish results

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Registration desk
Prize table
Party tentsqty 2

Sports equipment

Match ballsqty 12
Training bibsqty 30
Conesqty 40
Barrier tapeqty 4
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 6
Measuring tapesqty 3
Spare pumpqty 2

Equipment

Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Pitcherqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 10
Serving spoonsqty 6
Coolersqty 4
Ice cube traysqty 4

Decorations

Club flagsqty 8
Bannersqty 4
Tableclothsqty 8
Balloonsqty 100
Balloon pumpqty 2

Lighting

String lightsqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries

Prizes

Winner's cupsqty 3
Medalsqty 30
Certificatesqty 80
Trophy

Safety

First aid kit
Ice packsqty 6

Administration

Score sheetsqty 150
Participant badgesqty 80
Pensqty 20
Clipboardsqty 10
Name stickersqty 100
Notice board
Markersqty 12
Printer paperqty 2

Tips

Set the format and rules before sending invitations. Participants need to know the match structure, deadlines and expectations before they register, otherwise schedule changes become difficult to manage.
Close registrations early enough to build the schedule. Aim to finalise the participant list and match schedule at least 3 days before the championship, including dietary requirements and referee assignments.
Check competition equipment twice: once after shopping and again when the venue opens. Test stopwatches, scoreboards, the printer, microphone and speaker, and keep a spare pump available for match balls.
Brief volunteers before participants arrive. Give each person one clear role—registration, refereeing, scoring, catering or course support—and allow at least 20 minutes for the briefing.
Set up the prize table, registration desk and catering before the competition area fills up. Chill drinks in advance, print extra score sheets and keep extension cords and power strips away from walkways.

Frequently asked questions

How far in advance should I organise a club championship?: Start planning at least 6 weeks ahead so you have time to set the format, invite participants, process registrations and confirm reservations. Order prizes and medals no later than 3 weeks before the event.
When should I create the match schedule?: Create the schedule after registration closes and the participant list is complete, ideally 3 days before the championship. Share the final schedule with participants and volunteers before event day.
How early should volunteers arrive for a club championship?: Have volunteers arrive at least 60 minutes before the first match. Use the first 20 minutes for the briefing, then allow about 40 minutes to set up the course, registration desk, equipment and seating.
What equipment should I check before a club championship?: Check match balls, bibs, cones, barrier tape, whistles, stopwatches, scoreboards and measuring tapes. Also test the printer, laptop, microphone and speaker at least 1 day before, then repeat the check when the venue opens.

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.