Athletics Day Checklist
An athletics day runs smoothly when the programme, people and equipment are organised before the first competitor arrives. Confirm the date and sports fields first, then choose events, open registrations and assign participant groups. In the final weeks, appoint judges and volunteers, prepare start lists and score sheets, and confirm catering and first aid. On the day, check the weather, set up clearly marked areas, fill cool boxes and keep bib numbers, stopwatches and safety equipment easy to reach.
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 fields
Choose competition items
2 people
Assign participant groups
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign judges
2 people
Record emergency contact
Book catering
Arrange waste collection
Create start lists
2 people
Prepare score sheets
2 people
Create floor plan
Check the weather forecast
Send participant information
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check sports equipment
2 people
Sort bib numbers
2 people
Set up medal prizes
Fill coolers
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the course
4 people
Mark the long jump lane
2 people
Prepare the long jump pit
2 people
Lay out throwing materials
2 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Test audio and microphone
2 people
Put up route signs
2 people
Set up first aid table
Brief volunteers
3 people
Event
Register participants
4 people
Hand out race numbers
3 people
Give the opening briefing
2 people
Assist with sprint events
5 people
Supervise relays
5 people
Supervise the long jump
3 people
Supervise the high jump
3 people
Supervise the shot put
3 people
Supervise the afternoon break
4 people
Serve lunch buffet
4 people
Refill drinks
2 people
Refill snacks
2 people
Process interim results
2 people
Assist with the finals
5 people
Inform the audience
Check safety on the field
2 people
Provide first aid
2 people
Empty trash bins
2 people
Check prize winners
2 people
Present medals
3 people
Give thanks
Serve evening catering
4 people
See off guests and manage departure
3 people
Aftercare
Gather sports equipment
4 people
Dismantle competition fields
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
3 people
Clean the venue
4 people
Collect lost and found items
Publish results
Thank participants
2 people
Check materials
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
Record damage and missing items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 8
- Folding chairsqty 80
- Beer tablesqty 4
- Registration desk
- Waste binsqty 8
- Clothes racksqty 2
- Storage cratesqty 12
Sports equipment
- Starting blocksqty 6
- Hurdlesqty 12
- Relay batonsqty 8
- Conesqty 30
- Marking linesqty 12
- Measuring tapesqty 4
- Stopwatchesqty 8
- Whistlesqty 8
- Bulletsqty 4
- High jump barsqty 2
- High jump uprightsqty 2
- Jump matsqty 2
- Rakesqty 2
- Scoopsqty 2
- Scoreboardsqty 6
- Bib numbersqty 120
- Safety vestsqty 20
- Sports bagsqty 6
Equipment
- Wireless microphoneqty 2
- Speakersqty 2
- Microphone stand
- Extension cordsqty 4
- Power stripsqty 4
- Rechargeable batteriesqty 12
- Megaphonesqty 2
- Laptopsqty 2
- Printers
- Coolersqty 4
- First aid kitqty 2
- Flashlightsqty 4
Tableware
- Reusable cupsqty 150
- Reusable platesqty 120
- Cutlery setsqty 120
- Coffee cupsqty 80
- Tea glassesqty 40
- Pouring jugsqty 8
- Serving plattersqty 12
Decorations
- Buntingqty 8
- Balloonsqty 100
- Start/finish banner
- Award ceremony board
- Tableclothsqty 10
Cleaning
- Broomqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Hand broomsqty 4
Catering
- Groceries
Tips
- Set the programme before opening registration. Decide which track and field events will run, then allow enough time for group changes, judging and equipment resets between events.
- Recruit volunteers and judges early, ideally at least four weeks ahead. You need named people for registration, event supervision, timing, scoring, first aid and directing participants.
- Prepare one participant information message no later than seven days before athletics day. Include arrival time, group allocation, what to bring, dietary arrangements and where to check in.
- Check sports equipment twice: once during planning and again the day before. Test stopwatches, the wireless microphone, speakers and extension cables, and count bib numbers, cones and hurdles.
- Plan the site layout before bringing out tables and chairs. Keep the registration table, scoreboards, storage crates, waste bins and first-aid contact visible without blocking competition areas.
Frequently asked questions
- How far in advance should I plan an athletics day?
- Set the date, programme and sports fields at least 8 weeks ahead. Open registrations after the events are fixed, and confirm volunteers, judges, catering and first aid no later than 4 weeks before the event.
- When should I send athletics day information to participants?
- Send the practical information 7 days before athletics day, then send a short weather and arrival update 24 hours beforehand. Include group assignments, check-in details and any dietary arrangements.
- How many volunteers are needed for an athletics day?
- Plan at least 1 volunteer for registration, 1 first-aid contact, 1 person for scoring and 1 supervisor per active event area. Add extra helpers if groups change between events or equipment must be moved.
- What should I prepare the day before an athletics day?
- Prepare start lists, score forms, bib numbers, medals and the site layout the day before. Check the equipment, charge or test timing and sound equipment, and fill cool boxes shortly before participants arrive.
Start this plan in Lizzt
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