How to organise a relegation match

A relegation match needs more than two teams and a booked pitch. Start by securing the venue, checking the competition permit and confirming the referee, then build the schedule around registration, access and match-day staffing. The details that cause delays are usually practical: unclear parking, unprepared changing rooms, missing field equipment or catering ordered too late. Use the plan below to work backwards from kick-off and give every volunteer a defined station.

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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
Reserve the venue and field
2
Check competition permit
3
Confirm referee
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign volunteers to stations
2 people
8
Create parking and bike plan
9
Determine catering quantities
2 people
10
Draft the competition schedule
11
Place catering order
12
Check the weather forecast
13
Inspect the field and changing rooms
2 people
14
Prepare route signs
2 people
15
Print competition information
16
Do the shopping
3 people
17
Gather sports equipment
2 people
18
Set out drinks chilled
3 people
19
Setting up shelf-stable catering
2 people
20
Prepare the changing rooms
2 people
21
Check the field lines
2 people
22
Set up goals and nets
4 people
23
Set up corner flags
2 people
24
Set up bleachers and chairs
4 people
25
Set up catering tables
3 people
26
Set up entrance and ticket desk
3 people
27
Place route and safety signs
2 people
28
Connect the sound system
2 people
29
Prepare coffee and tea
3 people
30
Prepare sandwiches and snacks
4 people
31
Prepare first aid supplies

Event

32
Receive the referee
33
Escort teams to the changing rooms
2 people
34
Staff the entrance
4 people
35
Welcome visitors
2 people
36
Guide to the parking area
2 people
37
Explain the program and route
2 people
38
Check pre-competition materials
2 people
39
Serve drinks and snacks
5 people
40
Refill drinks
2 people
41
Check toilets and waste
2 people
42
Support the progress of the competition
2 people
43
Keep first aid available
2 people
44
Restock break catering
3 people
45
Handle results and announcements
2 people
46
Guide visitors to the exit
3 people
47
Collect lost property
48
Close catering
3 people

Aftercare

49
Check the Field and Changing Rooms
3 people
50
Collect and remove waste
4 people
51
Dismantle furniture
4 people
52
Clear away sports equipment
3 people
53
Clean the venue
4 people
54
Turn off the sound equipment
2 people
55
Clean changing rooms
2 people
56
Wash reusable tableware
3 people
57
Check for damage and any items left behind
2 people
58
Return rented materials
2 people
59
Send results to participants

What to bring

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

Sports equipment

Football goalsqty 2
Goal netsqty 2
Corner flagsqty 4
Match ballsqty 5
Ball pump
Whistlesqty 2
Stopwatchesqty 2
Training bibsqty 20
Scoreboard
Spare conesqty 20
First aid kitsqty 2
Cooling packsqty 12

Furniture

Foldable tablesqty 8
Chairsqty 80
Changing room benchesqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ticket scannersqty 2
Cash boxesqty 2

Tableware

Reusable drinking cupsqty 300
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Club flagsqty 20
Direction signsqty 12
Competition postersqty 10

Lighting

Work lightsqty 4

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Book the venue and field before sending invitations, then confirm the competition permit and referee as soon as the date is fixed. Allow at least two weeks for permit or official-related issues to be resolved.
Set a registration deadline several days before the match. Use the final list to prepare dietary information, volunteer assignments, parking instructions and the competition schedule instead of making these decisions at the entrance.
Inspect the field and changing rooms on the day before or early on match day. Check the lines, goals, nets and corner flags, and keep spare cones, match balls, a pump and first-aid supplies accessible.
Work backwards from kick-off for setup: prepare the changing rooms, place bleachers and chairs, arrange catering tables, chill drinks and print competition information before teams begin arriving. Keep extension cords and power strips away from walkways.
Order catering only after registrations and dietary requirements are closed. For the first hour, plan roughly two to three drinks per person, then adjust food and drinks for the expected number of players, volunteers and spectators.

Frequently asked questions

How far in advance should I organise a relegation match?: Start at least four weeks before match day. Reserve the venue, check the competition permit and confirm the referee first; close registrations several days before the match so catering and staffing can be finalised.
What should be checked before a relegation match starts?: Check the field lines, goals, nets, corner flags and match balls, then inspect the changing rooms and access routes. Complete these checks at least 90 minutes before kick-off so missing equipment can still be found.
How many drinks do I need for a relegation match?: For the first hour, allow about two to three drinks per person, including players, volunteers and spectators you intend to serve. Add chilled drinks only after confirming the final attendance and keep extra water available for the teams.
When should I send the match schedule and parking information?: Send the schedule, parking and bike plan with the invitations, then resend the final version two to three days before the match. Include arrival times, changing-room information and where teams should report on arrival.

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.