How to organise a company sports day

A company sports day runs smoothly when registration, teams and logistics are settled before anyone arrives. Start by choosing the venue and event format, then collect registrations, dietary requirements and emergency contacts in one place. Build the match schedule around the number of teams and available courts or fields. In the final week, confirm catering, equipment, volunteers, travel information and the weather plan. On the day, keep scoring, announcements and refreshments under separate responsibilities.

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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

1
Send invitations
2
Open the registration form
3
Keep track of participant registration
4
Assemble teams
2 people
5
Collect dietary requirements
6
Record sports results
2 people
7
Create the match schedule
2 people
8
Write out the game rules
2 people
9
Reserve venue
10
Order catering
11
Check equipment
2 people
12
Order prizes and medals
13
Assign volunteers
2 people
14
Record emergency contact
15
Check the weather forecast
16
Send participant information
17
Send route and parking tips
18
Check the shopping list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Collect prizes and medals
22
Print score sheets
23
Print team assignments
24
Prepare music selection
25
Open venue
2 people
26
Inspect the site
2 people
27
Set up sports fields
4 people
28
Set up tables and chairs
4 people
29
Build party tents
4 people
30
Set up the reception desk
2 people
31
Set out sports equipment
3 people
32
Connect the sound system
2 people
33
Test the music
34
Build the catering buffet
3 people
35
Prepare snacks
3 people
36
Set out coffee and tea
2 people
37
Hand out race numbers
2 people
38
Instruct team leaders
2 people
39
Prepare first aid supplies

Event

40
Staff the registration desk
2 people
41
Welcome participants
2 people
42
Give the opening briefing
2 people
43
Lead the sports activity
4 people
44
Record scores
2 people
45
Move sports equipment
3 people
46
Refill drinks
2 people
47
Restock fruit and snacks
2 people
48
Serve break snacks
3 people
49
Announce the competition schedule
50
Provide first aid
51
Assist with the finals
3 people
52
Check final standings
2 people
53
Handle prize ceremony
3 people
54
Open the buffet
3 people
55
Restock the buffet
3 people
56
Serve dinner
4 people
57
Collect tableware
2 people
58
Supervise music and games
2 people
59
Announce the final round
60
See participants off
2 people

Aftercare

61
Pack leftover food
2 people
62
Gather sports equipment
4 people
63
Clear tables and chairs
4 people
64
Take down party tents
4 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the venue
4 people
68
Disconnect the sound system
2 people
69
Empty the coolers
2 people
70
Collect lost property
71
Return rental items
2 people
72
Take waste to the collection point
2 people
73
Archive score sheets
74
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

Open registration early enough to assemble balanced teams and create a workable schedule. Set a clear closing date, then send team assignments and participant information before the event rather than on the morning itself.
Design the schedule around real changeover time, not just playing time. Allow at least 5–10 minutes between matches for teams to move, scores to be recorded and the next game to start.
Assign one volunteer to each operational area: registration, scoring, equipment, refreshments and first aid or emergency communication. A single coordinator cannot reliably run the schedule while also solving every practical issue.
Check equipment against every sport before the venue opens, including balls, rackets, cones, whistles, stopwatches, scoreboards and bib numbers. Test the portable sound system, microphones and extension cords before participants arrive.
Send route, parking, clothing, food and weather information several days in advance. Confirm the forecast again on the day before, and make sure tents, tables, chairs, coolers and waste bins are ready before catering is delivered.

Frequently asked questions

How far in advance should I organise a company sports day?: Start planning at least 8–12 weeks before the event. Reserve the venue first, then open registration and arrange catering, equipment, volunteers and prizes once you have a reliable participant estimate.
How many people should be on the organising team for a company sports day?: For a small event, use at least 4–6 organisers or volunteers in addition to the main coordinator. Cover registration, scoring, equipment, refreshments and emergency communication as separate responsibilities.
When should I close registration for a company sports day?: Close registration 10–14 days before the event. That gives you time to assemble teams, record dietary requirements, create the match schedule, print team assignments and order the right amount of catering.
How much time should I allow between sports matches?: Allow 5–10 minutes between matches for changing teams, recording results and resetting equipment. Add more time if participants must move between fields or courts, or if several sports use the same equipment.

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.