Adaptive sports day checklist: what to arrange and when

An adaptive sports day needs more than a venue and a set of games. You need to confirm access, support needs, transport, first aid and equipment before you publish the programme. Start with the date, venue and participant limit, then build the sports schedule around the information collected during registration. This checklist keeps the practical work in order, from early planning and invitations to accessible signage, volunteer briefing and the final equipment check.

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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

Set the date and program
2 people
Reserve the sports venue
Check the venue’s accessibility
2 people
Select sports sections
3 people
Identify safety risks
2 people
Set the budget and participant limit
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Ask about support needs
2 people
Inventory transport needs
2 people
Send participant confirmations
2 people
Recruit ushers and referees
2 people
Create volunteer schedule
2 people
Confirm first aid staffing
Create a contact list
Create the match schedule
2 people
Create group assignments
2 people
Print run sheet and route map
2 people
Create accessible signage
2 people
Order prizes and certificates
Check sports equipment
3 people
Finalize the shopping list
2 people
Do the shopping
3 people
Purchase refrigerated products
2 people
Chill drinks
2 people
Prepare food
4 people
Prepare the participant list and wristbands
2 people
Mark sports stations
3 people
Open venue
2 people
Set up tables and chairs
4 people
Clear accessible walkways
3 people
Set up registration desk
2 people
Set up sports equipment at each station
5 people
Set up the rest area
2 people
Build the catering buffet
3 people
Test sound equipment
2 people
Set up the first aid and water station
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register attendance
3 people
Explain the schedule and safety rules
3 people
Lead the warm-up
3 people
Guide sports stations
8 people
Track scores and play times
4 people
Lead a break moment
4 people
Refill drinks
2 people
Hand out fruit and snacks
3 people
Safely swap sports equipment
3 people
Announce evening program
Serve snacks
4 people
Guide adapted games
6 people
Provide music and announcements
Replenish the catering buffet
3 people
Keep allergen information visible
Support awards ceremony
3 people
See participants off
4 people

Aftercare

Collect lost property
2 people
Clear away sports equipment
5 people
Clean up catering
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Put tables and chairs back
4 people
Clean the venue
4 people
Carry out the final accessibility check
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Process leftover food
2 people
Return lost property
Send thank-you message
2 people

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 80
Wheelchair-accessible tablesqty 4
Beer tablesqty 4
Party tentsqty 3
Rest area benchesqty 4
Clothes racksqty 2

Sports equipment

Footballsqty 8
Soft ballsqty 12
Basketballsqty 6
Volleyballsqty 6
Tennis ballsqty 24
Bean bagsqty 30
Hoopsqty 20
Conesqty 40
Low hurdlesqty 12
Vestsqty 40
Soft matsqty 12
Relay batonsqty 12
Goal postsqty 4
Basketball hoopsqty 2
Volleyball net
Table tennis tablesqty 2
Table tennis paddlesqty 12
Table tennis ballsqty 36
Skipping ropesqty 12
Line markingqty 6
Scoreboardsqty 8
Stopwatchesqty 8
Whistlesqty 10
Sports bagsqty 6
Spare wheelchair hoopsqty 4
Storage binsqty 12
Clipboardsqty 10

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Water dispensersqty 4
Handheld megaphonesqty 2
Phone chargersqty 6

Tableware

Reusable drinking cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 80
Tea glassesqty 40
Serving spoonsqty 8
Small bowlsqty 12
Serving plattersqty 10
Water jugsqty 8
Milk jugsqty 6
Sugar bowlsqty 6

Decorations

Colored buntingqty 12
Balloonsqty 150
Tableclothsqty 12
Name badgesqty 100
Wristbandsqty 100
Medal ribbonsqty 80
Trophiesqty 12
Certificatesqty 100
Directional signsqty 20
Program postersqty 20
Allergen cardsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving tongsqty 8
Aluminum foilqty 3
Cling filmqty 3
Bread basketsqty 8
Thermal food containersqty 6

Cleaning

Waste binsqty 10
Cleaning bucketsqty 6
Mopsqty 6
Broom and dustpanqty 4
Cleaning glovesqty 12
Towelsqty 24
Toilet brushesqty 2
Hand sanitizer pumpsqty 8
First aid kitqty 2
Ice packsqty 12
Paper towel rollsqty 12

Lighting

LED string lightsqty 6
LED lightsqty 12
Batteriesqty 24

Catering

Groceries

Tips

Check the venue before confirming it: measure doorways, review accessible toilets, identify step-free routes and confirm where rest areas can be placed. Do this before invitations go out, not during the final week.
Ask every participant about support needs, dietary requirements and transport during registration. Set a clear reply deadline, then use the responses to plan group assignments, seating and arrival support.
Confirm first-aid staffing and identify safety risks for each sports section before writing the match schedule. Keep the contact list, route map and emergency information together in the printed run sheet.
Count equipment by sports section at least one week before the event. Check items such as soft mats, cones, vests, hoops, goal posts, nets, stopwatches and scoreboards, and replace or borrow missing pieces before shopping.
Give volunteers named roles and time slots rather than a general request for help. Brief ushers, referees and first-aid staff on the accessible routes, rest area, programme changes and who handles participant questions.

Frequently asked questions

How far in advance should I plan an adaptive sports day?: Start planning at least 8 to 12 weeks ahead. Reserve the accessible venue first, then allow time for invitations, registration, support-needs checks, volunteer scheduling and equipment preparation.
When should I send invitations for an adaptive sports day?: Send invitations around 6 to 8 weeks before the event, with a registration deadline about 3 weeks before it. This gives you enough time to process responses, arrange transport and create group assignments.
How do I check whether a sports venue is accessible?: Inspect the venue at least 6 weeks before the sports day. Check step-free entry, accessible toilets, circulation space, seating, rest areas and the route between registration, sports sections and first aid.
When should I finalize the sports schedule and equipment?: Finalize the group assignments and match schedule about 1 week before the event, after registrations and support needs are known. Complete the equipment inventory and shopping by the same point, then do a final on-site check the day before.

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