How to organise an all-star game from start to finish

An all-star game needs more than a venue and a list of players. Start by fixing the competition format, then build the teams, appoint referees and plan the jury table around the match schedule. Registrations, dietary requirements, shirts, medals and travel information all need firm deadlines. In the final week, check the balls, technical equipment, printed materials, food and drinks so the event team is not solving basic problems 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
Reserve competition venue
2
Set the competition format
2 people
3
Assemble teams
3 people
4
Book referees
5
Staff the jury table
6
Book catering
7
Book photographer
8
Send invitations
2 people
9
Open registrations
10
Publish promotion
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Confirm team assignments
2 people
14
Inform participants
15
Create the match schedule
2 people
16
Share route and parking
17
Sort shirts and vests
2 people
18
Check prizes and medals
19
Inventory supplies
2 people
20
Check the match balls
21
Finalize shopping list
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Prepare printed materials
26
Check the weather forecast
27
Print contact list
28
Inspect the site
2 people
29
Clear the field or hall
4 people
30
Check field signage
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up judges' table
2 people
34
Install the competition clock
2 people
35
Set up speakers
2 people
36
Test the music
2 people
37
Hang decorations
3 people
38
Place information signs
2 people
39
Set up the entrance
3 people
40
Set up registration desk
2 people
41
Set up the catering buffet
3 people
42
Check changing rooms
2 people
43
Prepare first aid supplies

Event

44
Welcome officials
2 people
45
Register players
3 people
46
Welcome the audience
3 people
47
Direct teams to the locker rooms
2 people
48
Give the opening speech
49
Take team photo
2 people
50
Lead the warm-up
2 people
51
Operate the scoreboard clock
52
Keep score
2 people
53
Referee the match
2 people
54
Provide music
55
Take photos
56
Set up the resting area
2 people
57
Refill drinks
2 people
58
Serve snacks
3 people
59
Empty trash bins
2 people
60
Collect tableware
2 people
61
Prepare awards ceremony
2 people
62
Honor the winners
3 people
63
Give a thank-you speech
64
See the audience out
3 people
65
Check the dressing rooms
2 people

Aftercare

66
Gather competition materials
4 people
67
Take down tables and chairs
4 people
68
Remove decorations
3 people
69
Switch off equipment
2 people
70
Wash dishes
3 people
71
Clean the kitchen
2 people
72
Clean the venue
5 people
73
Dispose of waste
2 people
74
Collect lost and found items
75
Return materials
3 people
76
Return rental items
2 people
77
Share photos
78
Thank participants
79
Publish results

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 120
Bar stoolsqty 8
Party tentsqty 2
Changing room benchesqty 8
Waste binsqty 8

Tableware

Reusable platesqty 180
Reusable bowlsqty 80
Drinking glassesqty 220
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Pliersqty 8
Measuring cupsqty 2

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Competition clock
Laptop
Printer

Sports equipment

Match ballsqty 6
Spare ballsqty 4
Training bibsqty 30
Conesqty 30
Marker discsqty 30
Team shirtsqty 40
Whistlesqty 4
Scoreboard
Tactics boardsqty 2
Drink bottlesqty 40
Ball netsqty 4
Spare parts

Decorations

Buntingqty 8
Balloonsqty 150
Team flagsqty 6
Tableclothsqty 10
Announcement signsqty 6
Name badgesqty 80

Lighting

LED string lightsqty 6
Work lightsqty 4
Batteriesqty 24

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Coolersqty 6
Food warmersqty 4
Drink dispensersqty 4
Water jugsqty 8
Cash boxesqty 2
Receipt rollsqty 4
Serving traysqty 12
Label holdersqty 20
Groceries

Safety

First aid kitsqty 2
Ice packsqty 12
Safety vestsqty 8
Flashlightsqty 4

Administration

Clipboardsqty 6
Pensqty 30
Markersqty 12
A4 paperqty 2
Tapeqty 8
Writing foldersqty 6
Wristbandsqty 200
Price listsqty 10

Tips

Set the competition format before opening registrations. Decide how many teams, matches and minutes are involved, then use that information to create a realistic schedule and confirm the venue fits the full programme.
Close registrations early enough to process entries and dietary requirements before assigning teams. Send confirmed team assignments and participant information several days before the all-star game, not on the morning itself.
Treat officials and the jury table as a separate workstream. Book referees in advance, assign people to record results and prepare the competition clock, laptop, printer and printed materials before the first teams arrive.
Count event clothing and awards against the confirmed team list. Sort shirts and vests by team, then check prizes and medals at least one week before the game; replacements are difficult to arrange once the schedule is underway.
Plan food service around the timetable rather than leaving it until arrival. Confirm catering, prepare snacks, chill drinks and check tables, chairs, waste bins, serving equipment and power connections before the event-day setup begins.

Frequently asked questions

How far in advance should I organise an all-star game?: Start at least 8 to 12 weeks before the event. Reserve the competition venue, set the format and book referees first, then allow several weeks for registrations, team assignments and catering.
When should I close registrations for an all-star game?: Close registrations 10 to 14 days before the game. That leaves time to process entries, collect dietary requirements, confirm team assignments and publish the match schedule.
How do I create a schedule for an all-star game?: Create the schedule after the teams and competition format are fixed, ideally 5 to 7 days before the event. Include match duration, breaks, venue changeover time and a clear arrival deadline for participants.
What should I check the day before an all-star game?: Check the match balls, competition clock, microphone, speakers, extension cords, power strips, shirts, vests, medals and printed materials the day before. Also confirm catering, chilled drinks, snacks, parking information and every staff assignment.

Start this plan in Lizzt

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