How to organise a practice match

Start by fixing the match schedule, confirming the opponent and reserving the field and changing rooms. Once the date and facilities are secure, arrange the referee, send invitations and collect registrations and dietary requirements. In the final week, share competition information, assign volunteers and check every item needed for the field, changing rooms and catering. On match day, allow time for access, inspection, marking out the field, setting up goals and preparing refreshments before players 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
Record match schedule
2 people
2
Confirm opponent
3
Reserve field
4
Reserve changing rooms
5
Arrange referee
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Share competition information
10
Assign volunteers
2 people
11
Print the match schedule
12
Check materials
2 people
13
Lay out shirts and vests
2 people
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Check the weather forecast
18
Arrange keys and access

Event

19
Inspect the field
2 people
20
Open changing rooms
21
Mark out the field
4 people
22
Set up goals
4 people
23
Set up tables and chairs
4 people
24
Set up competition table
2 people
25
Set up catering
3 people
26
Set up the reception desk
2 people
27
Welcome the teams
2 people
28
Receive the referee
29
Register attendance
2 people
30
Let teams warm up
2 people
31
Supervise the competition
3 people
32
Set up resting care
2 people
33
Refill drinks
2 people
34
Serve snacks
2 people
35
Record the results
36
Run the after-party
3 people
37
Wash dishes
2 people
38
Remove waste regularly
39
See off teams
2 people

Aftercare

40
Dismantle field
4 people
41
Clear away goals and sports equipment
4 people
42
Clear tables and chairs
4 people
43
Clean changing rooms
2 people
44
Clean the cafeteria
3 people
45
Empty and clean coolers
2 people
46
Collect waste
2 people
47
Count inventory
48
Return borrowed items
2 people
49
Dry competition equipment
2 people
50
Store leftovers
2 people
51
Inform participants of the results

What to bring

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

Sports equipment

Footballsqty 6
Match ballqty 2
Conesqty 30
Marker conesqty 30
Training bibsqty 20
Spare shoelacesqty 6
Ball netqty 2
Hand pumpqty 2
Ball pump needleqty 6
Measuring tape
Field marking cart
Field marking paintqty 2
Reserve netsqty 2

Furniture

Tablesqty 6
Chairsqty 30
Competition table
Clothes racksqty 2
Party tentqty 2

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Small bowlsqty 8
Serving plattersqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 4
Megaphone

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2
Bottle openersqty 3
Ice packsqty 12

Lighting

LED lampsqty 4
Battery lanternsqty 2

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the opponent, referee, field and changing rooms before sending invitations. Keep these four arrangements together so players do not receive details that may change later.
Set a registration deadline at least 7 days before the match. Use the final list to prepare shirts and vests, assign volunteers and account for dietary requirements.
Check the sports equipment at least 3 days beforehand, including the match ball, footballs, cones, training bibs, pump and spare shoelaces. A missing ball-pump needle can delay the start as much as a missing ball.
Plan the match-day setup in arrival order: unlock the site, inspect and mark the field, set up goals, then prepare the competition table, changing rooms and catering. Allow at least 90 minutes before kick-off for this work.
Buy and chill drinks the day before, and prepare snacks before teams arrive. Set out reusable cups, plates, cutlery and serving bowls near the catering area, with coffee equipment and thermos flasks ready separately.

Frequently asked questions

How far in advance should I organise a practice match?: Fix the date, opponent, field and changing rooms at least 4 weeks in advance. Arrange the referee and send invitations once those details are confirmed, then close registrations about 7 days before kick-off.
What should I do the week before a practice match?: Share the competition information, confirm registrations and dietary requirements, assign volunteers and check the equipment 3 to 7 days beforehand. Also review access arrangements and the weather forecast.
How early should I arrive to set up a practice match?: Arrive at least 90 minutes before the scheduled start. This gives you time to inspect and mark the field, set up goals, open changing rooms, arrange tables and prepare the competition table and catering.
How many drinks and snacks do I need for a practice match?: Plan roughly 2 to 3 drinks per person for the first hour, then add water for the match and warm drinks if needed. Prepare at least 1 snack portion per player and volunteer, plus around 10% extra for late arrivals.

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.