Athletics Club Open Day Checklist

Use this checklist to organise an athletics club open day from the first planning decisions through to welcoming participants. Set the date and programme before booking facilities, checking permits and confirming insurance. Then manage registrations, volunteers, equipment, refreshments and access in a clear sequence. The final checks focus on the details that are easy to miss: dietary requirements, name stickers, keys, weather plans and a printed participant list.

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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 sports facilities
Check permits
Check insurance
Confirm coaches and supervisors
2 people
Recruit volunteers
2 people
Draft invitations
2 people
Send invitations
2 people
Post promotion on social media
Hang posters
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Create volunteer schedule
2 people
Publish program and route
Confirm deliveries
Check the weather forecast
Arrange keys and access
Print participant list
Prepare name stickers
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check materials
2 people
Prepare the weather plan
2 people
Inspect the site
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Set up the sports stations
4 people
Set out athletics equipment
3 people
Set up arrows and program boards
2 people
Test music and microphone
2 people
Set up the prize table
2 people
Brief volunteers
2 people
Conduct a safety check
2 people

Event

Staff the registration table
3 people
Welcome visitors
3 people
Hand out name stickers
2 people
Announce the opening
Give a tour
3 people
Lead Sprint Training
2 people
Guide throwing practice
2 people
Supervise show jumping training
2 people
Assist the relay
3 people
Supervise the youth game
3 people
Distribute competition information
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Check Catering Supplies
Empty trash bins
2 people
Check toilets
2 people
Take photos
Present prizes
2 people
Inform new members
2 people
Announce evening program
Serve barbecue snacks
3 people
Wash dishes
2 people
See off the last visitors
3 people

Aftercare

Gather sports equipment
4 people
Clear tables and chairs
4 people
Take down tents
4 people
Remove decorations
2 people
Collect waste
3 people
Clean up catering
3 people
Clean the grounds
4 people
Clean the restrooms
2 people
Switch off equipment
2 people
Put supplies back
2 people
Lock up the venue
2 people
Return materials
2 people
Return borrowed items
2 people
Archive photos and participant list
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Beer tablesqty 4
Changing room racksqty 2
Waste binsqty 8

Sports equipment

Starting blocksqty 4
Relay batonsqty 12
Hurdlesqty 12
Conesqty 40
Marker discsqty 30
Sling ballsqty 6
Throwing spearsqty 6
Bulletsqty 6
Skipping ropesqty 10
High jump barsqty 3
High jump uprightsqty 2
Measuring tapesqty 4
Stopwatchesqty 6
Whistlesqty 8
Starter pistol
Numbered vestsqty 50
Medal ribbonsqty 50

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Small bowlsqty 20
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 8
Pitchersqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Information boardsqty 12
Directional signsqty 15
Tableclothsqty 10

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4

Catering

Groceries

Tips

Set the date, programme and sports facilities first. Check permits and insurance before promoting the day, because changes after invitations go out can affect the whole schedule.
Open the registration form early and close it before the event day. Use the final registrations to collect dietary requirements, print the participant list and prepare name stickers.
Create the volunteer schedule after registrations are processed. Confirm coaches and supervisors, assign roles for registration and each activity, and give everyone arrival instructions and access details.
Check every activity station against the equipment list before the open day. Count items such as hurdles, relay batons, cones, stopwatches and measuring tapes, then arrange replacements for anything missing.
Finish the practical setup the day before where possible: chill drinks, prepare snacks, confirm deliveries, arrange keys and access, and check the forecast. Keep a weather plan ready for tents, outdoor activities and programme changes.

Frequently asked questions

How far in advance should I organise an athletics club open day?: Start at least 8 to 12 weeks ahead. Book the sports facilities, check permits and insurance, confirm coaches, and recruit volunteers before opening registration and sending invitations.
When should I open registration for an athletics club open day?: Open registration around 6 weeks before the event and close it 7 to 10 days beforehand. This leaves time to process registrations, collect dietary requirements, schedule volunteers and print the participant list.
How many volunteers do I need for an athletics club open day?: Plan at least one named volunteer for registration, refreshments, equipment and each activity area, in addition to the coaches and supervisors. Finalise the rota no later than 2 weeks before the event.
What should I do if the weather forecast is bad?: Check the forecast 48 hours before the open day and again on the morning itself. Decide in advance which activities can move under party tents or indoors, and tell participants about any programme changes before they arrive.

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