Relegation Match Checklist

A relegation match needs more than a confirmed kickoff. You need the venue, competition permit, referee, teams, volunteers and matchday equipment aligned before players arrive. This checklist takes you from early planning to final setup, including changing rooms, field markings, catering, parking and spectator seating. Use it to track the details that are easy to leave until the last minute, such as weather checks, chilled drinks, route signs and spare equipment.

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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

Reserve the venue and field
Check competition permit
Confirm referee
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers to stations
2 people
Create parking and bike plan
Determine catering quantities
2 people
Draft the competition schedule
Place catering order
Check the weather forecast
Inspect the field and changing rooms
2 people
Prepare route signs
2 people
Print competition information
Do the shopping
3 people
Gather sports equipment
2 people
Set out drinks chilled
3 people
Setting up shelf-stable catering
2 people
Prepare the changing rooms
2 people
Check the field lines
2 people
Set up goals and nets
4 people
Set up corner flags
2 people
Set up bleachers and chairs
4 people
Set up catering tables
3 people
Set up entrance and ticket desk
3 people
Place route and safety signs
2 people
Connect the sound system
2 people
Prepare coffee and tea
3 people
Prepare sandwiches and snacks
4 people
Prepare first aid supplies

Event

Receive the referee
Escort teams to the changing rooms
2 people
Staff the entrance
4 people
Welcome visitors
2 people
Guide to the parking area
2 people
Explain the program and route
2 people
Check pre-competition materials
2 people
Serve drinks and snacks
5 people
Refill drinks
2 people
Check toilets and waste
2 people
Support the progress of the competition
2 people
Keep first aid available
2 people
Restock break catering
3 people
Handle results and announcements
2 people
Guide visitors to the exit
3 people
Collect lost property
Close catering
3 people

Aftercare

Check the Field and Changing Rooms
3 people
Collect and remove waste
4 people
Dismantle furniture
4 people
Clear away sports equipment
3 people
Clean the venue
4 people
Turn off the sound equipment
2 people
Clean changing rooms
2 people
Wash reusable tableware
3 people
Check for damage and any items left behind
2 people
Return rented materials
2 people
Send results to participants

What to bring

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

Sports equipment

Football goalsqty 2
Goal netsqty 2
Corner flagsqty 4
Match ballsqty 5
Ball pump
Whistlesqty 2
Stopwatchesqty 2
Training bibsqty 20
Scoreboard
Spare conesqty 20
First aid kitsqty 2
Cooling packsqty 12

Furniture

Foldable tablesqty 8
Chairsqty 80
Changing room benchesqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ticket scannersqty 2
Cash boxesqty 2

Tableware

Reusable drinking cupsqty 300
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Club flagsqty 20
Direction signsqty 12
Competition postersqty 10

Lighting

Work lightsqty 4

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the venue, field and competition permit before sending invitations. A confirmed referee and competition schedule should follow before you process registrations.
Collect dietary requirements when registrations close, then use the final headcount to order food and drinks. Keep shelf-stable catering separate from chilled drinks so setup is faster.
Inspect the field and changing rooms on matchday, including the lines, goals, nets and corner flags. Test the scoreboard, stopwatches, whistles and portable microphone before teams arrive.
Assign volunteers to specific stations rather than asking for general help. Cover parking and bike guidance, registrations, catering, changing rooms and field support with named people.
Do a final equipment check at least 60 minutes before kickoff. Include match balls, a ball pump, spare cones, first aid kits, cooling packs, extension cords and power strips.

Frequently asked questions

How far in advance should I organise a relegation match?: Start venue, field and permit arrangements at least 6 to 8 weeks before the match. Confirm the referee and send invitations once those essentials are in place.
When should I confirm the relegation match referee?: Confirm the referee no later than 2 weeks before kickoff. Recheck availability and arrival time during the final week, especially if the schedule or venue changes.
How much food and drink do I need for a relegation match?: Use the final registration count to calculate catering, and allow extra portions for volunteers and officials. For the first hour, plan around 2 to 3 drinks per person, then adjust for the match length and weather.
How early should the field and changing rooms be prepared?: Start the physical setup at least 90 minutes before kickoff. Set out goals, nets, corner flags, benches, chairs, catering tables and chilled drinks, then leave time for a final safety inspection.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.