Athletics camp checklist: what to arrange and when

An athletics camp needs more than a training schedule. You have to coordinate registrations, consent forms, dietary and emergency information, group assignments, trainers, equipment and competition details before the first participant arrives. This checklist puts those jobs in a workable order, from confirming the date and location to setting up tents, tables and activity sections. Use it to spot the details that are often left until the last day, especially safety paperwork, equipment checks, bibs, refreshments and weather planning.

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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
Send invitations
2 people
Process registrations
2 people
Collect consent forms
2 people
Collect dietary requirements
Collect emergency contact details
Create participant groups
2 people
Assign trainers and supervisors
2 people
Develop training program
2 people
Define competition elements
2 people
Make reservations
Check the weather forecast
Send participant information
Check the shopping list
Do the shopping
3 people
Gather sports equipment
3 people
Check sports equipment
2 people
Print bib numbers and lists
Restock first aid supplies
Sort materials by section
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare lunch packs
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up sports fields
4 people
Set up athletics equipment
4 people
Test audio and microphone
2 people
Mark the route to the toilets

Event

Receive participants
4 people
Register attendance
2 people
Hand out race numbers
2 people
Give safety instructions
2 people
Lead the warm-up
3 people
Lead Sprint Training
4 people
Guide throwing event
4 people
Guide the jumping event
4 people
Refill drinks
2 people
Hand out fruit and snacks
2 people
Explain the relay race
2 people
Assist the relay
5 people
Serve lunch
4 people
Collect tableware
2 people
Lead break activities
3 people
Explain the competition events
3 people
Supervise races
6 people
Register results
2 people
Check water stations
2 people
Lay out prizes
2 people
Support awards ceremony
3 people
Serve evening snacks
3 people
See off guests and manage departure
4 people

Aftercare

Clear away sports equipment
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Check borrowed materials
2 people
Return materials
2 people
Empty and clean coolers
2 people
Sort leftover food
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 50
Registration desk
Waste binsqty 6

Sports equipment

Relay batonsqty 12
Starting blocksqty 8
Hurdlesqty 12
Conesqty 40
Marking linesqty 2
Measuring tapesqty 4
Stopwatchesqty 6
Spearsqty 6
Throwing ballsqty 6
Medicine ballsqty 8
Skipping ropesqty 20
Training hoopsqty 20
Training ballsqty 12
Hand whistlesqty 8
Scoreboardsqty 4
Clipboardsqty 6
Pen setsqty 6
Bib numbersqty 50
Prizesqty 12

Tableware

Reusable drinking cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8
Coffee potsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Coolersqty 4
Thermos flasksqty 4

Equipment

Mobile sound system
Wireless microphone
Extension cordsqty 3
Power stripsqty 3

Lighting

Outdoor lightsqty 6
String lightsqty 3

Decorations

Buntingqty 6
Directional arrowsqty 12
Information boardsqty 6

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Cleaning clothsqty 12
First aid kitqty 2

Catering

Groceries

Tips

Collect consent forms, dietary requirements and emergency contact details before you finalise participant groups. Set a clear deadline several days before camp so missing information does not delay registration.
Assign trainers and supervisors to named groups before sending participant information. Include who is responsible for each section, because a general instruction to “help with activities” is easy to miss.
Check every piece of sports equipment before camp, not just on the morning itself. Count items such as hurdles, starting blocks, relay batons, stopwatches and measuring tapes, then sort them by activity section.
Prepare bib numbers, participant lists, clipboards and pens together with the registration materials. Printing these on the final day leaves little time to correct spelling, missing registrations or group changes.
Check the weather forecast close to the event and prepare the site accordingly. Party tents, chilled drinks, snacks, lunch packs and reusable tableware should be ready early enough that setup does not compete with participant arrival.

Frequently asked questions

How far in advance should I organise an athletics camp?: Confirm the date, location and reservations at least 6 to 8 weeks before camp. Send invitations early enough to leave time for registrations, consent forms, dietary requirements and emergency contacts.
What information should athletics camp participants provide?: Collect registration details, a signed consent form, dietary requirements and an emergency contact for every participant. Set the collection deadline at least 7 days before camp so groups and supervision can be finalised safely.
When should I check athletics camp equipment?: Do a full equipment check 2 to 3 days before camp, including hurdles, starting blocks, cones, marking lines, throwing equipment, stopwatches and scoreboards. Repeat a quick count during setup to catch anything misplaced or damaged.
When should food and drinks be prepared for an athletics camp?: Buy supplies after checking the final participant numbers and prepare snacks and lunch packs on the day before or morning of camp, depending on storage. Chill drinks several hours before arrival and set out reusable cups, plates and cutlery during site setup.

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.