Adapted Sports Tournament Checklist

Use this checklist to organise an adapted sports tournament in a clear order, from booking the venue to setting up fields and welcoming teams. Plan for accessibility as part of the event, not as a final check: confirm routes, restrooms, transport and individual support needs early. You will also need time to process registrations, assign teams, schedule matches, referees and volunteers, and test every piece of sports equipment 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

Reserve the sports venue
Set competition format
2 people
Determine sports components
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Gather support needs
2 people
Create team assignments
2 people
Draw up the match schedule
2 people
Schedule referees
Schedule volunteers
2 people
Coordinate transport and parking
Check accessible route
2 people
Check restroom facilities
Reserve sports equipment
Order prizes and medals
Print the run sheet
Confirm team assignments
Do the shopping
3 people
Check sports equipment
3 people
Fill participant folders
2 people
Charge batteries and cells

Event

Mark out fields
4 people
Set up tables and chairs
4 people
Clear accessible pathways
2 people
Set out game materials
3 people
Set up score tables
2 people
Test sound system
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set up registration desk
2 people
Brief volunteers
3 people
Receive participants
4 people
Hand out introductory information
2 people
Lead the warm-up
2 people
Give the opening briefing
2 people
Supervise races
8 people
Record scores
4 people
Guide participants to the fields
4 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Hang Up Interim Results
2 people
Keep the break area tidy
2 people
Assist with the finals
6 people
Set out prizes
2 people
Handle prize ceremony
3 people
Serve dinner
4 people
See participants off
3 people

Aftercare

Gather sports equipment
4 people
Remove scoreboards and markers
3 people
Wash dishes
3 people
Collect waste
3 people
Clean up catering
3 people
Take down tables and chairs
4 people
Clean the hall and changing rooms
4 people
Return borrowed equipment
2 people
Store leftover food
2 people
Send participant thank-yous

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Foldable tablesqty 4
Benchesqty 6
Party tentsqty 2
Break chairsqty 12

Sports equipment

Sports wheelchairsqty 8
Boccia setsqty 4
Soft sports ballsqty 20
Goal ballsqty 8
Volleyball netsqty 2
Sports vestsqty 80
Conesqty 40
Marker discsqty 60
Low obstaclesqty 12
Barrier tapeqty 4
Bib numbersqty 80
Stopwatchesqty 8
Whistlesqty 10
Scoreboardsqty 6
Score padsqty 12
Changing matsqty 8
Sports rampsqty 2
Ball pumpsqty 4
Spare ballsqty 12
Medal ribbonsqty 80

Equipment

Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Walkie-talkiesqty 8
Laptopsqty 2
Tabletsqty 4
Cable reelsqty 2

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving traysqty 8

Kitchen

Coolersqty 6
Food warmersqty 4
Water jugsqty 10
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Team flagsqty 8
Bannersqty 6
Balloonsqty 100
Prize tableclothqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Disinfectant dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Check the accessible route, entrance and restrooms at least two weeks before the tournament. Include door widths, ramps, changing areas and enough space for sports wheelchairs or changing mats.
Collect support needs and dietary requirements on the registration form, then review them at least 7 days before the event. Use the information to prepare team assignments, transport and participant folders.
Set the competition format before creating the match schedule. Leave at least 10 minutes between matches for movement, score updates, equipment changes and unexpected delays.
Test sports wheelchairs, boccia sets, ramps, balls, nets, scoreboards, stopwatches and wireless microphones 1–2 days beforehand. Charge batteries and keep spare balls, extension cords and power strips ready.
Print the run sheet and confirm team assignments, referees and volunteers the day before. On the morning itself, mark out fields and set up tables, chairs, benches and registration materials at least 90 minutes before the first match.

Frequently asked questions

How far in advance should I organise an adapted sports tournament?: Start booking the sports venue and planning the competition format at least 8–12 weeks ahead. This gives you time to collect registrations, arrange accessible transport and reserve specialist equipment.
What accessibility checks should I make before the tournament?: Check the full route from parking or drop-off to the sports area, including entrances, doors, ramps, changing spaces and restrooms. Complete the check at least 2 weeks before the event and repeat it on setup day.
When should participants confirm support and dietary needs?: Ask for support needs and dietary requirements on the registration form, with a response deadline at least 10–14 days before the tournament. Review the answers before assigning teams and arranging transport.
How early should volunteers and referees arrive?: Schedule volunteers and referees to arrive at least 90 minutes before the first match. They need time for a briefing, field marking, equipment checks, registration support and reviewing the match schedule.

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.