How to organise a cup competition without last-minute problems

A cup competition runs smoothly when the match structure, people and facilities are confirmed before you start preparing the venue. Begin by fixing the match and referee, then manage team registrations, schedules and practical information in one place. In the final week, check changing rooms, the field, equipment and refreshments separately. On the day, open the facilities early and inspect the pitch before teams arrive so small problems do not delay the first match.

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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 the match and referee
2
Share team selection and match schedule
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm dressing room reservation
7
Confirm field reservation
8
Assign competition supervisors
2 people
9
Assign canteen staff
10
Share parking information
11
Check the weather forecast
12
Do the shopping
2 people
13
Collect materials
2 people
14
Print competition forms
15
Post the team assignments
16
Chill drinks
2 people
17
Set out coffee and tea
2 people
18
Prepare snacks
3 people
19
Open changing rooms
20
Carry out a field inspection
2 people
21
Check goals and nets
2 people
22
Check the field lines
2 people
23
Clean the stands and entrance
2 people
24
Set up tables and chairs
3 people
25
Set up the cafeteria
3 people
26
Hang decorations
2 people
27
Set up competition table
2 people
28
Lay out the first aid kit
29
Check the sound system

Event

30
Welcome the teams
2 people
31
Receive the referee
32
Have the competition forms signed
33
Welcome the audience
3 people
34
Arrange entry and access control
2 people
35
Open the match
36
Supervise the competition
3 people
37
Refill drinks
2 people
38
Serve snacks
2 people
39
Record the standings and results
40
Record injuries
41
Prepare awards ceremony
2 people
42
Handle prize ceremony
2 people
43
Host the after-event gathering and welcome
3 people
44
Refill coffee and tea
45
Remove waste periodically
46
See the crowd off
2 people

Aftercare

47
Close the cafeteria
2 people
48
Remove materials from the field
3 people
49
Clear tables and chairs
3 people
50
Wash dishes
2 people
51
Clean the cafeteria
3 people
52
Clean changing rooms
2 people
53
Clean the stands and entrance
2 people
54
Empty waste containers
2 people
55
Lock up the venue
2 people
56
Report the results
57
Return borrowed materials
2 people
58
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Competition table
Changing room benchesqty 8
Waste binsqty 8

Sports equipment

Match ballsqty 4
Spare ballsqty 4
Conesqty 30
Ball netqty 2
Linesman flagsqty 2
Whistlesqty 3
Scoreboard
Spare vestsqty 20
Water cratesqty 4
Spare shoelacesqty 4
Training conesqty 30

Equipment

Wireless microphone
Speakerqty 2
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Tableware

Reusable drinking cupsqty 100
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 3

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Pliersqty 4
Ice packsqty 12
Bottle openersqty 3

Decorations

Club flagsqty 6
Balloonsqty 100
Buntingqty 8
Tableclothsqty 8

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Hand broomsqty 4

Catering

Groceries

Tips

Set the competition structure before sending invitations. Confirm the match schedule, referee and team selection first, then share the same information with every team so registrations are based on a fixed plan.
Give registrations a clear closing date, ideally at least 7 days before the competition. Use the final list to collect dietary requirements, publish team assignments and print the competition forms.
Check the venue twice: once during the week before the event and again on the day. Confirm the field reservation and changing rooms in advance, then inspect the goals, nets and field lines before the first match.
Prepare a separate backup kit for match interruptions. Keep spare balls, vests, whistles, flags, cones and even spare shoelaces at the competition table rather than somewhere teams cannot reach quickly.
Plan the canteen around arrival time, not just match time. Chill drinks and prepare snacks before teams arrive, while coffee, tea, cups, plates and serving equipment are set out so canteen staff are not also solving venue problems.

Frequently asked questions

How far in advance should I organise a cup competition?: Start at least 4 to 6 weeks ahead if several teams, a referee and multiple facilities are involved. Use the final week for registrations, dietary requirements, staffing, shopping and printed competition documents.
When should teams receive the schedule and team assignments?: Send the initial match schedule with the invitation, then publish the final team assignments at least 3 days before the competition. This gives teams time to check arrival, parking and changing-room information.
How early should organisers arrive on cup competition day?: Allow at least 2 hours before the first match. That gives you time to open the changing rooms, inspect the field, check goals and nets, set up the competition table and prepare the cafeteria.
How many staff members are needed for a cup competition?: Assign at least one competition supervisor and one canteen staff member for each active area, with a named backup for both roles. Add more people if matches overlap or teams need help with parking and changing rooms.

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.