How to organise a football stadium open day

A stadium open day needs more than a match or a guided tour. Start by fixing the date, programme and stadium spaces, then build the visitor journey around registration, tours, activities and refreshments. Permits, suppliers and volunteer roles should be settled before promotion begins. In the final week, focus on the visitor list, weather, signage, equipment and catering so the day runs smoothly from the registration desk to the last activity.

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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 the date and program
2 people
2
Reserve stadium spaces
2 people
3
Check permits
2 people
4
Reserve suppliers
2 people
5
Send invitations
2 people
6
Open online registrations
7
Post promotion on social media
2 people
8
Post program on website
9
Process registrations
2 people
10
Collect dietary requirements
11
Draw up the match schedule
2 people
12
Plan guided tours
2 people
13
Recruit volunteers
2 people
14
Assign volunteers
2 people
15
Hand out the run sheet
2 people
16
Check the weather forecast
17
Create the final visitor list
2 people
18
Confirm catering order
19
Do the shopping
3 people
20
Check materials
3 people
21
Prepare the registration desk
2 people
22
Prepare route signs
2 people
23
Sort vests and wristbands
2 people
24
Chill drinks
3 people
25
Prepare snacks
5 people
26
Set up the coffee and tea station
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Build party tents
6 people
30
Hang decorations
3 people
31
Set up sports fields
4 people
32
Set up football equipment
3 people
33
Mark the tour route
3 people
34
Test sound system
2 people
35
Check the lighting and power
2 people
36
Place waste stations
2 people
37
Check toilets
2 people
38
Give staff briefing
4 people

Event

39
Staff the check-in desk
4 people
40
Welcome visitors
6 people
41
Hand out wristbands
3 people
42
Give the opening speech
2 people
43
Guide tours
6 people
44
Guide football clinics
8 people
45
Supervise the penalty shootout competition
4 people
46
Assist with the signing ceremony
4 people
47
Supervise children's activities
5 people
48
Sell merchandise
3 people
49
Serve snacks
5 people
50
Serve drinks
5 people
51
Refill drinks
3 people
52
Refill coffee and tea
2 people
53
Collect waste
3 people
54
Check toilets periodically
2 people
55
Manage crowd flow
4 people
56
Announce evening program
2 people
57
Supervise the competition or show
6 people
58
Provide music
2 people
59
Guide departures and the exit
4 people

Aftercare

60
Store leftovers safely
3 people
61
Clean up catering
5 people
62
Dismantle furniture
6 people
63
Gather sports equipment
4 people
64
Remove decorations
3 people
65
Dispose of waste
4 people
66
Wash dishes
4 people
67
Clean the venue
6 people
68
Thoroughly clean the toilets
2 people
69
Inventory materials
3 people
70
Return borrowed items
2 people
71
Register lost property

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Folding chairsqty 120
Bar stoolsqty 16
Tableclothsqty 24
Waste binsqty 18
Crowd barriersqty 30

Tableware

Reusable cupsqty 800
Platesqty 700
Cutlery setsqty 700
Coffee cupsqty 250
Serving plattersqty 30
Serving tongsqty 20

Equipment

Coolersqty 12
Food warmersqty 8
Coffee machinesqty 4
Kettlesqty 3
Speakersqty 4
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Payment terminalsqty 4

Sports equipment

Footballsqty 40
Conesqty 80
Event vestsqty 60
Mini goalsqty 8
Penalty goalsqty 2
Skipping ropesqty 12
Speed laddersqty 4
Training conesqty 100

Decorations

Balloonsqty 300
Club flagsqty 30
Buntingqty 12
Roll-up bannersqty 6
Wristbandsqty 1200
Name stickersqty 1200
Route signsqty 35
Directional signsqty 25
Markersqty 30
A4 printing paperqty 500
Clipboardsqty 12

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 10
Measuring cupsqty 4
Kitchen brushesqty 4
Aluminum foilqty 6
Cling filmqty 6
Kitchen towelsqty 20

Cleaning

Cleaning cartsqty 2
Mugsqty 6
Bucketsqty 6
Broom setsqty 6
Glovesqty 24
Toilet brushesqty 6

Lighting

LED light garlandsqty 8
Battery lanternsqty 10

Catering

Groceries

Tips

Set the programme before opening registration. Include arrival times, guided tour slots, football activities and the expected end time, then use the same wording on the website, invitations and social posts.
Give guided tours fixed start times and capacity limits. This makes it easier to process registrations, draw up the final visitor list and prevent queues at the stadium entrance.
Recruit volunteers early enough to assign clear positions at the registration desk, tour route, activity areas and refreshments. Hand out the run sheet before the event so everyone knows where to be and when.
Check the visitor journey on site before opening. Route signs, crowd barriers, event vests and wristbands should make the entrance, activity areas and tour route obvious without relying on one staff member.
Confirm catering after collecting dietary requirements, then check the practical setup as well as the order. Allow time to chill drinks, prepare snacks, set up coffee equipment and test payment terminals before visitors arrive.

Frequently asked questions

How far in advance should I plan a football stadium open day?: Start planning at least 8 to 12 weeks before the event. Reserve the stadium spaces, check permits and suppliers first; open registrations only after the programme and visitor capacity are clear.
When should registrations open for a stadium open day?: Open online registration about 4 to 6 weeks before the event. Close it several days before the open day so you can process registrations, collect dietary requirements and create the final visitor list.
How many volunteers do I need for a football stadium open day?: Plan at least one volunteer for each active station, plus one or two people for registration and visitor questions. For several tour groups or activity zones, assign a named volunteer to every group rather than moving people between posts.
When should I check the weather and prepare the equipment?: Check the forecast 48 hours before the event and again on the morning itself. Check materials, tents, tables, barriers, signs, sports equipment, power supplies and sound equipment no later than the day before.

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.