Season closing checklist for a smooth team event

A season closing usually combines sports, food, prizes and a social programme, so small delays can affect the whole day. Start by confirming the date and venue, then organise registrations, teams, competitions and practical information. In the final week, focus on weather, deliveries, shopping and equipment checks. On the day itself, allow enough time for tents, tables, fields, food, drinks, sound and prizes to be ready before participants arrive.

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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

Confirm date and location
2 people
Reserve sports fields
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Create schedule and competitions
2 people
Final confirmation of participants
Publish team assignments
Plan deliveries and shopping
2 people
Order Prizes and Thank-You Gifts
Check the weather forecast
Inform participants about practical matters
Do the shopping
3 people
Store drinks and chilled products
2 people
Check sports equipment
2 people
Set out prizes and materials
2 people
Check venue and toilets
2 people
Set up tents and tables
5 people
Set up chairs and buffet
4 people
Set up barbecue and coolers
3 people
Hang decorations
3 people
Set up sports fields
3 people
Test music and lighting
2 people
Set up the buffet and drinks
4 people
Prepare the participant list and wristbands
2 people

Event

Staff the reception desk
2 people
Deliver the welcome speech
Guide sports activities
4 people
Keep track of scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Light the barbecue
2 people
Prepare the barbecue
3 people
Refill barbecue buffet
3 people
Serve dietary meals separately
2 people
Present prizes
2 people
Provide music

Aftercare

Dismantle the buffet and bar
4 people
Collect and sort waste
3 people
Wash dishes
3 people
Safely extinguish barbecue
2 people
Clean the venue
5 people
Inspect the sports fields
3 people
Inventory materials
2 people
Return borrowed items
2 people
Dry coolers and tents
2 people
Store leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 100
Cutlery setsqty 80
Small bowlsqty 12
Serving spoonsqty 8
Pliersqty 6

Equipment

Barbecuesqty 2
Portable speakersqty 2
Wireless microphone
Coffee maker
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Footballsqty 6
Training bibsqty 30
Conesqty 40
Whistlesqty 6
Scoreboardsqty 4
Medal or prize setsqty 12

Decorations

Club flagsqty 8
Seasonal bannerqty 2
Balloonsqty 100
Tableclothsqty 8
Barrier tapeqty 2
Directional signsqty 8

Lighting

String lightsqty 4
Outdoor lightsqty 4

Cleaning

Broomqty 3
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Close registrations early enough to publish final team assignments and account for dietary requirements. A practical deadline is 7 days before the event, leaving time to adjust competitions and catering.
Check the weather forecast twice: once 7 days ahead and again 24 hours before the event. Use the second check to decide whether tents, outdoor equipment or schedule changes need extra attention.
Plan deliveries and shopping separately from the setup. Chilled products and drinks should be stored as soon as they arrive, while prizes, tableware and sports equipment can be checked several days earlier.
Allow at least 2 hours for the venue setup. Tents, tables, chairs, buffet areas, barbecue equipment, sports fields, decorations and sound equipment all compete for the same preparation time.
Test the practical details before participants arrive, not during the first activity. Check the microphone, speakers, lighting, extension cords, coolers, toilets, scoreboards and prize table in one final walk-through.

Frequently asked questions

How far in advance should I organise a season closing?: Confirm the date and location at least 6 to 8 weeks in advance, especially if sports fields or party tents must be reserved. Open registrations early enough to collect dietary requirements and build the competition schedule.
When should season closing registrations close?: Close registrations about 7 days before the event. That gives you time to process late changes, confirm the participant list, publish team assignments and plan food and drinks more accurately.
How much setup time does a season closing need?: Reserve at least 2 hours for the physical setup, and more if tents, multiple sports fields or a barbecue area are involved. Finish the final equipment and weather check 30 to 60 minutes before guests arrive.
What should I check the day before a season closing?: Check the forecast, deliveries, chilled products, sports equipment, sound and lighting, toilets, tables, chairs and prizes 24 hours beforehand. Put drinks and other chilled items into coolers or refrigeration early enough to be cold at the start.

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.