How to organise a camp sports day

A camp sports day runs smoothly when registrations, teams, games, food and site setup are planned in that order. Start by securing the sports field and opening registrations, then use the final numbers to build teams, prepare the schedule and calculate catering. Participants also need practical information before the day, including arrival details, team assignments and dietary arrangements. On site, set up the fields, rest area, food service and signs before the first players arrive.

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

1
Reserve sports field
2
Send invitations
2 people
3
Open registrations
4
Process registrations
5
Collect dietary requirements
6
Create teams and game layout
2 people
7
Prepare the competition schedule
2 people
8
Write out the game rules
2 people
9
Assign volunteers
10
Calculate catering quantities
2 people
11
Check sports equipment
2 people
12
Check the weather forecast
13
Send participant information
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Store food refrigerated
2 people
17
Set out game materials
3 people
18
Set up sports fields
4 people
19
Build party tents
4 people
20
Set up tables and chairs
4 people
21
Place information signs
2 people
22
Set up first aid and rest area
2 people
23
Set up barbecue and kitchen
3 people
24
Prepare salads and bread
3 people
25
Set out tableware and cutlery
2 people

Event

26
Staff the registration desk
2 people
27
Welcome participants
2 people
28
Explain teams and rules
2 people
29
Guide sports activities
6 people
30
Record scores
2 people
31
Distribute water and fruit
2 people
32
Refill drinks
2 people
33
Record injuries
34
Gather sports equipment
3 people
35
Announce the final standings
2 people
36
Light the barbecue
2 people
37
Prepare barbecue dishes
4 people
38
Set up buffet
3 people
39
Restock food and sauces
2 people
40
Clear away dishes
2 people
41
Turn on evening lighting
42
Announce the final round

Aftercare

43
Sort and remove waste
3 people
44
Safely extinguish barbecue
2 people
45
Clear tables and chairs
4 people
46
Clear away sports equipment
3 people
47
Wash dishes
3 people
48
Clean the grounds
4 people
49
Empty and clean coolers
2 people
50
Check leftover food
2 people
51
Dry and store materials
2 people
52
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Picnic benchesqty 6
Buffet tablesqty 3

Tableware

Reusable platesqty 80
Reusable cupsqty 120
Cutlery setsqty 80
Serving plattersqty 10
Serving utensilsqty 10

Kitchen

Cutting boardsqty 4
Chef coatsqty 4
Scissorsqty 2

Equipment

Barbecueqty 2
Coolersqty 6
Thermos flasksqty 4
Extension cordsqty 2

Sports equipment

Conesqty 40
Footballsqty 6
Volleyballqty 3
Basketballsqty 3
Frisbeesqty 6
Relay batonsqty 8
Skipping ropesqty 8
Pit ballsqty 20
Team bibsqty 70
Whistlesqty 6
Stopwatchesqty 4
Scoreboardsqty 4
Measuring cupsqty 2
First aid kitsqty 2
Sunscreen dispensersqty 2

Decorations

Buntingqty 6
Directional signsqty 8
Waterproof markersqty 12
Barrier tapeqty 4

Lighting

String lightsqty 4
Rechargeable lanternsqty 8

Cleaning

Waste binsqty 6
Dishpanqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the sports day. Use the final participant count to create balanced teams, assign bibs and prepare a game layout rather than making teams at the last minute.
Publish the competition schedule and game rules at least 3 days in advance. Include game lengths, changeover times and where teams should report, so volunteers are not answering the same questions all morning.
Assign one volunteer to each active field and give them a whistle, stopwatch and scoreboard. Add a named person for registration and first aid instead of expecting the sports supervisors to cover every problem.
Calculate food and drinks from confirmed registrations, including dietary requirements. Chill drinks several hours before serving, keep food refrigerated until needed and prepare salads and bread close to mealtime.
Check the weather forecast twice: once 48 hours before and again on the morning of the event. Set up party tents, a sheltered rest area and clear signs early enough that participants can move out of the sun or rain without stopping the programme.

Frequently asked questions

How far in advance should I plan a camp sports day?: Reserve the sports field and send invitations at least 4 to 6 weeks ahead. Close registrations about 7 days before the event so teams, catering and dietary requirements can be finalised.
How do I make a sports day schedule?: List each game, its duration, the field it uses and a 5 to 10 minute changeover between rounds. Finish the schedule at least 3 days before the event and send it with the rules and participant information.
How much food and drink do I need for a camp sports day?: Base quantities on the confirmed registration list, then separate meals for dietary requirements. For drinks, plan around 2 to 3 servings per person during the first hour and keep extra chilled stock available for the rest of the day.
When should I set up the sports fields and tents?: Start site setup at least 2 hours before the first game. Put out cones, equipment, scoreboards, signs, tables and chairs first, then finish the barbecue, buffet and rest area before participants arrive.

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.