How to organize a charity football match

A charity match needs two plans running together: a proper football fixture and a reliable fundraising setup. Start by confirming the venue, date, opponent, referee and first-aid cover before promoting the event. Then set up the donation page, sponsorship options and registration process while you recruit and brief volunteers. The details people often leave too late are changing-room bookings, payment testing, dietary information and a clear match-day schedule.

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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 the competition venue
2
Set the match date
2 people
3
Invite the opponent
4
Arrange referee
5
Assign first aid volunteers
6
Define the goal of the campaign
3 people
7
Create donation page
8
Create sponsorship packages
2 people
9
Approach local sponsors
2 people
10
Design competition poster
11
Send invitations
2 people
12
Publish on social media
13
Open the registration form
14
Hang posters
3 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Recruit volunteers
2 people
18
Assign volunteers
2 people
19
Make locker room reservations
20
Reserve the equipment storage room
21
Draw up competition rules
2 people
22
Gather team lineups
2 people
23
Publish the program
24
Check donation boxes
2 people
25
Test payment terminal
26
Exchange cash
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Prepare snacks
4 people
30
Lay out competition shirts
2 people
31
Check the weather forecast

Event

32
Inspect the site
2 people
33
Pick up keys
34
Set up tables
4 people
35
Set up chairs
4 people
36
Set up party tents
5 people
37
Mark out the competition field
3 people
38
Check goals
2 people
39
Set out sports equipment
2 people
40
Hang up decorations
3 people
41
Set up banners
2 people
42
Connect the sound system
2 people
43
Test microphones
2 people
44
Set up the cash register
2 people
45
Set up donation points
3 people
46
Set up the catering buffet
4 people
47
Set up coffee station
2 people
48
Set up first aid table
2 people
49
Check toilets
2 people
50
Brief volunteers
2 people
51
Welcome the teams
3 people
52
Open visitor registration
3 people
53
Collect admission
2 people
54
Hand out program booklets
2 people
55
Serve coffee and tea
3 people
56
Serve snacks
3 people
57
Hand out drinks
3 people
58
Refill drinks
2 people
59
Register donations
2 people
60
Handle announcements
61
Guide the pre-match
3 people
62
Warm up the teams
2 people
63
Announce the opening
2 people
64
Assist with the charity match
5 people
65
Provide a rest break
3 people
66
Announce the results
2 people
67
Give thanks
68
Present prizes
2 people
69
Process final donations
2 people
70
Wave goodbye to visitors
3 people
71
Secure the cash
2 people

Aftercare

72
Collect waste
4 people
73
Clean up catering
4 people
74
Wash dishes
3 people
75
Dismantle furniture
5 people
76
Take down party tents
5 people
77
Clear away sports equipment
3 people
78
Turn off the sound system
2 people
79
Remove decorations
3 people
80
Clean the grounds
5 people
81
Clean changing rooms
2 people
82
Count the donation amount
2 people
83
Make a donation to charity
84
Publish results
85
Send thank-you message
2 people
86
Collect sponsorship materials
2 people
87
Return borrowed items
3 people
88
Store leftover groceries
2 people
89
Collect lost property
2 people
90
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
Clothes racksqty 2
Tableclothsqty 10

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 200
Cutlery setsqty 200
Serving plattersqty 12
Pouring jugsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 4

Sports equipment

Match ballsqty 4
Spare ballsqty 4
Conesqty 30
Marker vestsqty 30
Boundary flagsqty 4
Spare pump
Whistlesqty 3
Scoreboard
Match shirtsqty 30
Goalkeeper glovesqty 4
Water cratesqty 4
Water bottlesqty 30
Towelsqty 30

Decorations

Bannersqty 8
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Directional signsqty 8
Chalkboardsqty 4
Table décorqty 10
Fixing tapeqty 6
Cable tiesqty 100

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Cooling matsqty 6

Lighting

String lightsqty 6
Battery lanternsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Lock in the venue, date, opponent, referee and first-aid volunteers before sending invitations or publishing the poster. Keep at least one backup contact for each match-day role.
Set the fundraising goal before creating the donation page and sponsorship packages. Make the donation route visible at the venue as well, and test the payment device and donation boxes before match day.
Open registration early enough to collect team details and dietary requirements. Use the final registration list to prepare the team line-up, programme and volunteer assignments.
Book both changing rooms and the equipment room separately, then publish the match rules and schedule. Players, officials and volunteers should know where to be at least 30 minutes before kick-off.
Test the practical setup on site: sound system, wireless microphones, extension leads, scoreboard, match balls and lighting. Keep reserve balls, a pump and spare marker bibs accessible rather than packed away.

Frequently asked questions

How far in advance should I organize a charity football match?: Start at least 8 to 12 weeks ahead. That gives you time to confirm the venue, opponent, referee and first-aid cover, then promote registration and approach local sponsors.
How do I raise money at a charity football match?: Use a donation page, sponsorship packages and donation boxes at the venue. Add a tested payment device and communicate the fundraising goal before the event so guests know how to contribute.
When should volunteers be assigned for a charity match?: Recruit volunteers 4 to 6 weeks before the match and publish their assignments at least 7 days in advance. Include separate cover for registration, donations, refreshments, equipment and first aid.
What should I confirm one week before the charity match?: Confirm the final team line-ups, match rules, programme, changing rooms, equipment room and dietary requirements 7 days before kick-off. Test payment and audio equipment again 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.