Athletics training checklist: organise the session step by step

An athletics training session runs smoothly when the practical details are settled before athletes arrive. This checklist covers registration, medical and dietary information, track booking, coaching, equipment, refreshments and safety. Start with the participant information and training plan, then confirm the venue and weather-dependent arrangements. On the day, allow time to set up the fields, hurdles, starting blocks and water stations before registration opens, so the welcome briefing and warm-up can begin on schedule.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Collect medical information
Reserve the athletics track
Schedule trainers
Develop training program
2 people
Check participant list
Check the weather forecast
Determine an alternative training plan
2 people
Do the shopping
2 people
Check sports equipment
2 people
Bundle training materials
2 people
Print programme and rules
Prepare participant badges
Restock first aid kit
Charge stopwatches
Chill water and snacks
2 people
Set up the reception desk
2 people
Set up training fields
4 people
Set up hurdles and starting blocks
3 people
Set up water stations
2 people

Event

Register participants
2 people
Give welcome briefing
2 people
Lead the warm-up
3 people
Train running technique
3 people
Guide sprint groups
4 people
Distribute snack breaks
2 people
Refill drinks
2 people
Guide Throwing Events
4 people
Serve dinner
3 people
Collect trash during the break
2 people
Train middle distance
3 people
Guide the cool-down
3 people
Give closing announcements
Check out participants
2 people

Aftercare

Gather sports equipment
4 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect and remove waste
2 people
Clean the training room
3 people
Return borrowed equipment
2 people
Store leftover stock
2 people
Register lost items
Send follow-up message to participants

What to bring

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

Sports equipment

Conesqty 40
Hurdlesqty 12
Starting blocksqty 6
Relay batonsqty 8
Measuring tapesqty 3
High jump barsqty 2
High jump uprightsqty 2
Skipping ropesqty 12
Resistance bandsqty 15
Medicine ballsqty 6
Training matsqty 15
Training bibsqty 30
Start and finish ribbonqty 2
Whistlesqty 6

Equipment

Stopwatchesqty 6
Megaphone
Extension cordsqty 2

Furniture

Tablesqty 4
Chairsqty 12
Coolersqty 4

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Reusable cutleryqty 40

Catering

Coffee maker
Thermos flasksqty 3
Water jugsqty 6
Groceries

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Serving plattersqty 6
Cool bagsqty 6

Cleaning

First aid kit
Cold packsqty 8
Disinfectant wipesqty 2

Tips

Collect medical information and dietary requirements during registration, not on arrival. Keep the final participant list with the first aid kit and make sure trainers know about relevant conditions before the warm-up.
Reserve the athletics track and schedule trainers before publishing the programme. Confirm access and setup time at least 7 days before training, especially if hurdles, high-jump equipment or relay areas need to be prepared.
Check the weather forecast twice: once 24 hours before the session and again on the morning itself. Write down the alternative training plan in advance so a change of surface, timetable or activities does not delay the group.
Charge the stopwatches, test the megaphone and inspect cones, hurdles, starting blocks, measuring tapes and relay batons before loading equipment. Pack small essentials such as whistles, bibs and resistance bands in clearly labelled bundles.
Plan water and snacks for the full session, including the arrival period. Chill the water, set out reusable cups and position water stations before athletes begin; allow at least 30 minutes for reception and field setup.

Frequently asked questions

How far in advance should I organise an athletics training session?: Start registrations and trainer scheduling at least 2 to 3 weeks before the session. Confirm the track, participant list and equipment 7 days ahead, then complete the weather and safety checks in the final 24 hours.
How early should coaches arrive for athletics training?: Have trainers and setup helpers arrive 45 to 60 minutes before registration. This gives them time to prepare the fields, hurdles, starting blocks, water stations and reception desk without cutting into the welcome briefing.
What should I check before an athletics training session?: Check the track booking, participant list, medical information, weather forecast and alternative plan. Also inspect all sports equipment, restock the first aid kit and test stopwatches and the megaphone at least 1 day before.
How much water do I need for athletics training?: Plan at least 500 ml of water per participant for a standard session, plus extra for warm weather or training longer than 90 minutes. Put water stations out before the warm-up and keep additional chilled water available.

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.