Promotional match checklist

A promotional match needs more than a fixture and two teams. You have to coordinate registrations, line-ups, officials, changing rooms, match paperwork, field setup and the spectator area, while also preparing food, drinks and communication. This checklist puts the work in a practical order, from publishing the schedule to the final site inspection. It also covers details that are easy to leave too late, such as dietary requirements, chilled drinks, spare balls and crowd control.

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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

Publish the match schedule
Send invitations
2 people
Open registrations
Distribute promotional posters
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm referee
Make locker room reservations
Check material reservations
Collect team lineups
2 people
Share the competition rules
Print the program
Sort wristbands
Print the price list
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Prepare match forms
Inspect the site
2 people
Line the field
2 people
Set up goals
4 people
Cordon off the grandstand area
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Hang decorations
2 people
Test sound system
2 people
Set up the cash register
2 people
Set up the catering buffet
3 people
Check changing rooms
2 people
Prepare first aid supplies
Place balloons and flags
2 people
Brief volunteers
2 people

Event

Welcome the teams
3 people
Welcome visitors
3 people
Handling entrance and registration
2 people
Open the match
Supervise the competition
4 people
Keep score
Provide music and announcements
Serve snacks
3 people
Refill drinks
2 people
Settle catering bill
2 people
Check changing rooms
Prepare awards ceremony
2 people
Support awards ceremony
3 people
Take team photo
2 people
Support the evening program
2 people
See off the last visitors
2 people

Aftercare

Close the register
2 people
Collect waste
4 people
Wash dishes
3 people
Clean up catering
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Take down the sound system
2 people
Take down party tents
4 people
Clean the grounds
4 people
Clean changing rooms
2 people
Count materials
2 people
Return materials
2 people
Archive contest forms
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 schedule and open registration before sending invitations and posters. Keep registration details together so you can process entries and collect dietary requirements without chasing people at the last minute.
Confirm the referee, changing-room reservations and material reservations several days before the match. Collect team line-ups and share the competition rules before match day, rather than explaining everything at the venue.
Print the program, price list and match forms before setup begins. Sort wristbands in advance and keep printed copies together so volunteers are not searching for paperwork when teams arrive.
Plan food and drinks by service time, not just by shopping list. Chill drinks ahead of time, prepare snacks before the first teams arrive, and check that coolers, thermos flasks, kettles and serving equipment are ready.
Treat the venue inspection as a separate task. Check power, extension cords, lighting, barriers and waste bins, then line the field and set up the goals, cones, match balls and spare balls before opening the spectator area.

Frequently asked questions

How far in advance should I organise a promotional match?: Start publicising the match and opening registrations at least 3 to 4 weeks beforehand. Use the final week to confirm the referee, facilities, team line-ups, equipment reservations and dietary requirements.
When should I send invitations for a promotional match?: Send the first invitations as soon as the schedule is published, ideally 3 to 4 weeks before the match. Send a reminder 5 to 7 days before registration closes or before the event, whichever comes first.
When should drinks be chilled for a promotional match?: Move drinks into coolers at least 4 to 6 hours before serving. If the quantity is large, start the day before so everything is cold without overloading the coolers at the last moment.
What should I check at the venue before the match starts?: Allow 60 to 90 minutes for the final site check and setup. Inspect the field, goals, changing rooms, power, lighting, barriers, waste bins, signage, match paperwork and spare balls before teams arrive.

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.