Pre-match meeting and site inspection

The Pre-Match Meeting is held at the stadium three hours before the kick-off. This is a key meeting for the organisation of the match. It gathers all the stakeholders and is chaired by the Tournament Manager.

It is their responsibility to ensure that all stakeholders are informed of the time and location of the meeting, and that copies of all the key documents are available at the meeting, including:

• Agenda for the meeting
• Match Day Run Sheet
• Operations Run Sheet
• Checklist for Match Organisation
• Team Sheets.

The meeting must not take more than 30 minutes.

Below you will find a sample agenda for the Pre-Match Meeting. Read through it and download it for future reference.

Pre-match meeting agenda

To be present:

• Tournament Manager
• Tournament Manager’s Assistant(s)
• Venue Manager
• Venue Security Manager
• Match Press Officer
• Ball Team Manager
• Tournament Doctor / Tournament Medical Lead
• PA Announcer / DJ
• Broadcast Production Manager / Production Assistant / Floor Manager.
• Field Managers
• Match Officials (or Head Official).

1. Welcome and introduction

• Confirm all present.
• Synchronise time with all stakeholders.

2. System of work

Tournament Manager to report on:

• Decision making process
• Tournament running order
• Procedure in the event of a deviation from the running order, e.g., match runs over time
• Identification of key staff to meet in the event of crisis situation.

3. Security / health and safety

Venue Security to report on:

• Pre-meeting venue inspection
• Numbers and locations of key security personnel
• Evacuation protocol and communication to staff and spectators and follow up meeting with key staff
• Each stakeholder to specify which are the persons allowed in the competition areas.

4. Medical

Tournament Doctor/Tournament Medical Lead to report on:

5. Venue catering and cleaning operations

Venue Manager to report on:

• Delivery of team water, ice and sports drinks to dressing room/teams
• Cleaning of technical zones, replacement seating areas and dressing room areas (showers etc) between matches if more than one match is being played today
• Location of post-match food and drink provision.

6. Broadcast and media operations

If a live broadcast is taking place, Host Broadcaster to report on:

• “On Air” time
• Camera positions
• Pre and post-event interview operations
• Pre-team arrival sweep of the change room
• Lipstick camera on for 10 seconds between 5 and 8 mins before teams out
• Confirm if lipstick camera will be on before teams out for the second half.

Event Press Officer to report on:

• Numbers of accredited media expected
• Presence and rights of non-licensed broadcasters
• Media Centre set up and facilities (PC, fax, photocopier, power, pens, paper etc.).

Tournament Manager to confirm:

• Personnel cleared to make comments to the media
• Procedure for any comment to the media in the event of a crisis / emergency.

7. Ball Chasers Operations

Ball Team Manager to confirm:

• Number of match balls received from Tournament Manager
• Numbers of ball chasers
• All ball chasers are trained and have expected clothing and small towels
• Process for retrieving balls at half time and collecting balls at full time for return to the Tournament Manager, or distribution as agreed.

8. PA, music and protocol

PA, DJ and Tournament Manager to confirm:

• Individuals involved and communication system
• Running order and guidelines
• Pre-match protocol
• Big screen output and timing.

9. Match Officials

Tournament Manager (or Head Official) to confirm:

• Officials for each match
• Means of communicating any urgent issues, schedule changes, etc. to the officials
• TMO testing of equipment.

10. Team arrangements

Tournament Manager to confirm:

• Arrangements for matches running over time
• Extra time and kicking competitions in knock out phases
• Cultural challenges - one or both teams.

11. Final checks

Tournament Manager to confirm:

• Decision making process
• All staff accredited
• Staff to share contact details
• Procedure for matches running over time.

12. Any other business

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Download this sample Pre-Match Meeting agenda

Site inspection

As soon as you have finished the Pre-Tournament Meeting, go on a final site inspection with the Venue Manager and Media Press Officer.

The site check should include:

• Signage
• Large screen
• Allocation of dressing rooms, ice bins, massage tables
• Match officials room
• Medical room
• Ambulance position
• Anti-doping room
• Bibs in place
• Flag poles
• Anthems ready
• Media room
• TV gantry
• Seat kill according to agreed list
• Sound system.

Some of these items will need to be monitored throughout the tournament, by the Tournament Manager patrolling or receiving reports from delegates.