How to organise a season closing event

A season closing works best when you treat it as two events in one: a well-organised sports programme followed by a relaxed meal and thank-you moment. Start by fixing the date, venue and registration process, then build the competition schedule around the confirmed numbers. In the final week, focus on dietary information, team assignments, deliveries, prizes and weather. On the day itself, finish the fields and food setup before participants arrive, so the organisers are not still unpacking during 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 date and location
2 people
2
Reserve sports fields
3
Send invitations
2 people
4
Open registrations
5
Process registrations
6
Collect dietary requirements
7
Create schedule and competitions
2 people
8
Final confirmation of participants
9
Publish team assignments
10
Plan deliveries and shopping
2 people
11
Order Prizes and Thank-You Gifts
12
Check the weather forecast
13
Inform participants about practical matters
14
Do the shopping
3 people
15
Store drinks and chilled products
2 people
16
Check sports equipment
2 people
17
Set out prizes and materials
2 people
18
Check venue and toilets
2 people
19
Set up tents and tables
5 people
20
Set up chairs and buffet
4 people
21
Set up barbecue and coolers
3 people
22
Hang decorations
3 people
23
Set up sports fields
3 people
24
Test music and lighting
2 people
25
Set up the buffet and drinks
4 people
26
Prepare the participant list and wristbands
2 people

Event

27
Staff the reception desk
2 people
28
Deliver the welcome speech
29
Guide sports activities
4 people
30
Keep track of scores
2 people
31
Refill drinks
2 people
32
Serve snacks
3 people
33
Light the barbecue
2 people
34
Prepare the barbecue
3 people
35
Refill barbecue buffet
3 people
36
Serve dietary meals separately
2 people
37
Present prizes
2 people
38
Provide music

Aftercare

39
Dismantle the buffet and bar
4 people
40
Collect and sort waste
3 people
41
Wash dishes
3 people
42
Safely extinguish barbecue
2 people
43
Clean the venue
5 people
44
Inspect the sports fields
3 people
45
Inventory materials
2 people
46
Return borrowed items
2 people
47
Dry coolers and tents
2 people
48
Store leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 100
Cutlery setsqty 80
Small bowlsqty 12
Serving spoonsqty 8
Pliersqty 6

Equipment

Barbecuesqty 2
Portable speakersqty 2
Wireless microphone
Coffee maker
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Footballsqty 6
Training bibsqty 30
Conesqty 40
Whistlesqty 6
Scoreboardsqty 4
Medal or prize setsqty 12

Decorations

Club flagsqty 8
Seasonal bannerqty 2
Balloonsqty 100
Tableclothsqty 8
Barrier tapeqty 2
Directional signsqty 8

Lighting

String lightsqty 4
Outdoor lightsqty 4

Cleaning

Broomqty 3
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the event. You need the final participant count for team assignments, dietary requirements, food shopping and the competition schedule.
Create the sports schedule only after registrations close. Allow 10 to 15 minutes between matches for teams to move, scores to be recorded and the next game to start on time.
Send practical information 2 to 3 days beforehand, including arrival time, clothing, the sports programme, food arrangements and what happens if the weather changes. This prevents last-minute questions at the venue.
Plan the delivery and shopping order around storage space. Drinks and chilled products should be stored as soon as they arrive, while prizes, thank-you gifts and sports materials should be kept together for quick setup.
Finish the venue setup at least 30 minutes before the first activity. Check the toilets, power, music, lighting and sports equipment before laying out the buffet, drinks and barbecue area.

Frequently asked questions

How far in advance should I organise a season closing event?: Fix the date and location at least 6 weeks in advance, especially if sports fields need to be reserved. Open registrations soon after and close them about 7 days before the event.
When should registrations close for a season closing?: Close registrations 7 days before the event. That gives you enough time to process the list, collect dietary requirements, create teams and confirm the final participant count.
How much time do I need to set up a season closing event?: Allow at least 2 hours for the full setup, including tents, tables, chairs, buffet, barbecue, decorations and sports fields. Aim to have everything ready 30 minutes before participants arrive.
What should I do if the weather forecast is bad?: Check the forecast 5 to 7 days before the event and again on the morning itself. Use that information to confirm tents, adjust the sports programme and tell participants about any practical changes at least 24 hours in advance.

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.