How to organize a promotional match from start to finish

A promotional match needs more than a fixture and a few teams. Start by publishing the schedule, opening registrations and confirming the referee, then work toward team lineups, venue access and equipment. The final week is for printing match forms and the program, checking reservations, shopping and preparing refreshments. On match day, inspect the site before setting up goals, marking the field and opening the spectator area.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Publish the match schedule
2
Send invitations
2 people
3
Open registrations
4
Distribute promotional posters
2 people
5
Post on social media
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm referee
9
Make locker room reservations
10
Check material reservations
11
Collect team lineups
2 people
12
Share the competition rules
13
Print the program
14
Sort wristbands
15
Print the price list
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Collect materials
2 people
21
Prepare match forms
22
Inspect the site
2 people
23
Line the field
2 people
24
Set up goals
4 people
25
Cordon off the grandstand area
2 people
26
Build party tents
4 people
27
Set up tables and chairs
3 people
28
Hang decorations
2 people
29
Test sound system
2 people
30
Set up the cash register
2 people
31
Set up the catering buffet
3 people
32
Check changing rooms
2 people
33
Prepare first aid supplies
34
Place balloons and flags
2 people
35
Brief volunteers
2 people

Event

36
Welcome the teams
3 people
37
Welcome visitors
3 people
38
Handling entrance and registration
2 people
39
Open the match
40
Supervise the competition
4 people
41
Keep score
42
Provide music and announcements
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Settle catering bill
2 people
46
Check changing rooms
47
Prepare awards ceremony
2 people
48
Support awards ceremony
3 people
49
Take team photo
2 people
50
Support the evening program
2 people
51
See off the last visitors
2 people

Aftercare

52
Close the register
2 people
53
Collect waste
4 people
54
Wash dishes
3 people
55
Clean up catering
3 people
56
Clear tables and chairs
4 people
57
Remove decorations
2 people
58
Take down the sound system
2 people
59
Take down party tents
4 people
60
Clean the grounds
4 people
61
Clean changing rooms
2 people
62
Count materials
2 people
63
Return materials
2 people
64
Archive contest forms
65
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 6
Changing room benchesqty 6
Clothes racksqty 2
Crowd control barriersqty 12
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8
Carafesqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread basketsqty 6
Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Rechargeable work lightsqty 4

Sports equipment

Match ballsqty 6
Spare ballsqty 4
Conesqty 30
Training bibsqty 24
Goal netsqty 2
Corner flagsqty 4
Whistlesqty 3
Game clocksqty 2
Scoreboard
Field marking cart
Field marking pinsqty 20
Referee cardsqty 2
Captain's armbandsqty 4
Water jugsqty 24
Water bottle cratesqty 4
Bags for match ballsqty 2

Decorations

Club flagsqty 12
Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 4
Welcome sign
Directional signsqty 10
Tableclothsqty 8
Prizesqty 3

Catering

Groceries

Cleaning

Broom setsqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Lighting

LED light stringsqty 6
Outdoor lightsqty 4

Tips

Publish the match schedule before sending invitations, and give teams a clear registration deadline. Close registrations early enough to process entries, collect dietary requirements and prepare the program without last-minute changes.
Confirm the referee and reserve changing rooms before match day. Collect team lineups in advance and share the competition rules so teams are not asking for basic information at the registration desk.
Check every reservation against the material list at least 3 days before the match. This is when missing goals, match balls, spare balls, cones, tables or crowd barriers can still be replaced.
Plan food and drinks by service time, not just by shopping day. Chill drinks before guests arrive, prepare snacks ahead of kickoff, and keep separate serving equipment ready for coffee, food and cold drinks.
Treat the venue setup as a timed operation on match day. Inspect the site first, then line the field, set up the goals, place waste bins and cordon off the grandstand before spectators and teams begin arriving.

Frequently asked questions

How far in advance should I organize a promotional match?: Start at least 4 weeks before the match. Publish the schedule and open registrations first, then use the final 7 days for lineups, printing, shopping and equipment checks.
When should registrations close for a promotional match?: Close registrations at least 5 to 7 days before kickoff. That gives you time to process entries, collect dietary requirements, prepare match forms and print an accurate program.
When should I confirm the referee and changing rooms?: Confirm both at least 2 weeks before the match. Recheck the referee, locker room reservations and material reservations 3 days before the event.
How early should the venue be set up on match day?: Begin the site inspection and setup at least 2 hours before the first match. Allow extra time for field lines, goals, barriers, tables, sound equipment and last-minute safety checks.

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.