Company sports day checklist

A company sports day involves more than booking a field and choosing a few games. You need a clear registration process, balanced teams, a match schedule, written rules and enough equipment for every activity. This checklist puts the work in a workable order, from reserving the venue and collecting dietary requirements to printing score sheets and opening the site. Use it to prevent common delays such as missing equipment, unassigned volunteers, warm drinks or participants who do not know where to park.

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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

Send invitations
Open the registration form
Keep track of participant registration
Assemble teams
2 people
Collect dietary requirements
Record sports results
2 people
Create the match schedule
2 people
Write out the game rules
2 people
Reserve venue
Order catering
Check equipment
2 people
Order prizes and medals
Assign volunteers
2 people
Record emergency contact
Check the weather forecast
Send participant information
Send route and parking tips
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Collect prizes and medals
Print score sheets
Print team assignments
Prepare music selection
Open venue
2 people
Inspect the site
2 people
Set up sports fields
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception desk
2 people
Set out sports equipment
3 people
Connect the sound system
2 people
Test the music
Build the catering buffet
3 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Hand out race numbers
2 people
Instruct team leaders
2 people
Prepare first aid supplies

Event

Staff the registration desk
2 people
Welcome participants
2 people
Give the opening briefing
2 people
Lead the sports activity
4 people
Record scores
2 people
Move sports equipment
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Serve break snacks
3 people
Announce the competition schedule
Provide first aid
Assist with the finals
3 people
Check final standings
2 people
Handle prize ceremony
3 people
Open the buffet
3 people
Restock the buffet
3 people
Serve dinner
4 people
Collect tableware
2 people
Supervise music and games
2 people
Announce the final round
See participants off
2 people

Aftercare

Pack leftover food
2 people
Gather sports equipment
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Disconnect the sound system
2 people
Empty the coolers
2 people
Collect lost property
Return rental items
2 people
Take waste to the collection point
2 people
Archive score sheets
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Footballsqty 6
Handballsqty 4
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 24
Badminton racketsqty 12
Badminton shuttlecocksqty 24
Conesqty 40
Hoopsqty 12
Relay batonsqty 8
Skipping ropesqty 10
Ladder for conditioning trainingqty 2
Field marker linesqty 4
Scoreboardsqty 6
Stopwatchesqty 6
Whistlesqty 8
Measuring tapesqty 3
Bib numbersqty 70
Medalsqty 24
Cupsqty 3

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Tableware

Reusable drinking glassesqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 80
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Thermos flasksqty 4

Decorations

Buntingqty 6
Balloonsqty 100
Team name signsqty 12
Tableclothsqty 8

Lighting

String lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
First aid kit

Catering

Groceries

Tips

Close registration early enough to assemble teams and create the match schedule. Aim to send final team assignments, rules and arrival information at least 3–5 days before the sports day.
Check every activity kit at least 7 days beforehand. Count balls, rackets, shuttlecocks, cones, bib numbers, stopwatches and scoreboards, then replace or borrow anything missing.
Plan one volunteer for each active sports area, plus at least two people for registration, results and general issues. Give volunteers their roles and arrival time before event day.
Treat catering and dietary requirements as separate planning steps. Confirm the final headcount and dietary list 3–5 days before ordering, and keep coolers ready for drinks before participants arrive.
Prepare the venue for changing weather and power needs. Check the forecast 24 hours before the event, position party tents if needed, and test extension cords, power strips, microphones and the portable sound system before opening.

Frequently asked questions

How far in advance should I organise a company sports day?: Start 6–8 weeks ahead if you need to reserve a venue, arrange catering and order prizes or medals. Open registration early, then finalise teams, dietary requirements and the schedule 3–5 days before the event.
How many volunteers do I need for a company sports day?: Plan on one volunteer per active sports area, plus two people for registration and results. For four sports areas, that means at least 6 volunteers; add one more if the venue is large or spread out.
When should I send the company sports day information to participants?: Send the first invitation when registration opens, then send final team assignments, rules, parking information and the route 3–5 days before the event. Include the arrival time and what participants should bring.
How much equipment do I need for a company sports day?: Provide the planned equipment for every activity plus a small reserve: for example, one extra ball per ball sport and spare shuttlecocks, cones and bib numbers. Count everything 7 days before and check it again when the venue opens.

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.