Short answer: Pick the date around the schedule, book the place for a rough headcount, ask families who’s coming (including siblings), decide whether to pre-order food, collect allergies privately, send one clear order to the restaurant, and agree up front how the bill is split. Hand the meal to one parent so the manager isn’t doing everything.
Two to four weeks out
- Pick a date and time that doesn’t fight the game or practice schedule. Right after the last game of the season is easy to remember.
- Ask one parent to run it. They talk to the restaurant or venue, so the team manager doesn’t have to.
- Book for a rough number. Most places want an estimate, then a final count a day or two before.
- Ask the restaurant if they have a group menu. A short set menu makes ordering, cooking and splitting bills much easier.
One to two weeks out
- Ask every family who’s coming: the player, adults and younger siblings. Siblings change the table count, the menu and the start time.
- If you’re pre-ordering, share the restaurant’s menu (most send a link or a PDF) and an order-by time. One line per person is enough: who it’s for and what they’d like, with any changes.
- Watch who has ordered. Chase only the families who said they’re coming but haven’t ordered, and send the order once everyone has.
- Ask about allergies privately. A family shouldn’t have to announce a child’s allergy in the group chat.
- Decide the bill up front: each family pays its own, or the team fund pays one bill. Say which before anyone orders.
A day or two before
- Send the restaurant one clear order: headcount, kids and adults, totals for the kitchen, a block per family for separate bills, and allergies at the top.
- Confirm the booking and the final number with the restaurant, and get their confirmation, not just a "should be fine".
- Share the address and a directions link with families, plus where to park.
On the night
- Put kids at one long table and parents at the next. It’s easier for servers and more fun for the players.
- Have the meal’s organizer keep the order handy for late arrivals and swaps.
Related: Tournament trip checklist · Sideline Away FAQ