How to organise a National Sports Week

Start by fixing the date and venue, then build the sports schedule around the space, equipment and available clubs. Allow time for permits, reservations and a safety plan before promoting the week or opening registrations. Once participants are registered, collect dietary requirements, assign volunteers and confirm the final programme. In the last 24 hours, check the weather, inspect the grounds, prepare the registration desk, chill drinks and make sure every sports station has the right equipment.

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
Confirm date and location
2 people
2
Prepare the sports schedule
3 people
3
Approach sports clubs
2 people
4
Make reservations
2 people
5
Check permits
6
Develop safety plan
2 people
7
Create floor plan
2 people
8
Recruit volunteers
2 people
9
Assign volunteers
2 people
10
Send invitations
2 people
11
Publish promotion
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Confirm participants
2 people
15
Check the weather forecast
16
Finalize the program
2 people
17
Inform volunteers
2 people
18
Do the shopping
3 people
19
Collect materials
3 people
20
Check sports equipment
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Set up registration desk
2 people
24
Inspect the grounds
3 people
25
Build party tents
4 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up sports fields
4 people
29
Set up sports stations
6 people
30
Set up signage
2 people
31
Hang up decorations
3 people
32
Connect sound equipment
2 people
33
Test the music
2 people
34
Set up the catering buffet
3 people
35
Set out coffee and tea
2 people
36
Prepare first aid supplies
37
Brief volunteers
3 people

Event

38
Open registration
3 people
39
Welcome visitors
4 people
40
Announce the opening
2 people
41
Lead sports clinics
8 people
42
Hand out game materials
3 people
43
Guide participant flow
4 people
44
Staff water stations
2 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Empty trash bins
2 people
49
Restock sports equipment
2 people
50
Convert afternoon program
5 people
51
Support evening activities
8 people
52
Keep track of match scores
2 people
53
Operate the music
54
Announce breaks
55
Lead the final
4 people
56
Handle prize ceremony
3 people
57
Announce the closing
2 people
58
See visitors out
4 people

Aftercare

59
Collect lost and found items
2 people
60
Gather sports equipment
5 people
61
Turn off the sound equipment
2 people
62
Clear tables and chairs
5 people
63
Take down party tents
4 people
64
Wash dishes
3 people
65
Clean up catering
3 people
66
Collect waste
4 people
67
Clean the grounds
4 people
68
Clean the restrooms
2 people
69
Return materials
3 people
70
Return borrowed items
2 people
71
Store leftover food
2 people
72
Archive registration details
73
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Waste binsqty 10

Sports equipment

Footballsqty 12
Basketballsqty 8
Volleyballqty 6
Handballsqty 8
Tennis ballsqty 24
Tennis racketsqty 12
Badminton racketsqty 12
Shuttlesqty 24
Skipping ropesqty 12
Hoopsqty 12
Conesqty 40
Street hockey setsqty 4
Hockey ballsqty 12
Relay batonsqty 10
Ribbonsqty 40
Medalsqty 30
Stopwatchesqty 6
Scoreboardsqty 6
Whistlesqty 10
Yoga matsqty 20
Resistance bandsqty 12
Balance padsqty 8
Parachute cloth
Cone polesqty 12
Net holdersqty 4
Sports vestsqty 40
Hand pumpsqty 4
Spare ballsqty 10

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Water jugsqty 10
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Ice packsqty 24

Equipment

Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Laptop
Tabletqty 2
Power banksqty 4
Walkie-talkiesqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8

Decorations

Buntingqty 8
Balloonsqty 150
Directional signsqty 12
Registration sign
Name stickersqty 150
Markersqty 20
A4 information boardsqty 15

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Glovesqty 20
First aid kit

Catering

Groceries

Tips

Build the schedule before approaching sports clubs. List each activity, its duration, space needed and equipment required, then ask clubs to support specific time slots rather than the whole week.
Check permits and reservations at least 6–8 weeks ahead. This gives you time to adjust the programme if the venue, tents or planned sports activities need approval.
Recruit more volunteers than the timetable seems to require. Plan at least one named person for registration, each active sports area, refreshments and first response, with cover for breaks.
Close registrations 3–5 days before the event. Use the final list to confirm attendance, dietary requirements, volunteer assignments and the quantities of snacks, drinks and seating.
Do the site check on the day before opening. Inspect the grounds, mark the floor plan, test scoreboards and stopwatches, check balls, rackets, nets and cones, and put waste bins where people will actually use them.

Frequently asked questions

How far in advance should I organise a National Sports Week?: Start planning at least 8–12 weeks before the first activity. Confirm the venue, clubs, permits and reservations in the first 2 weeks, then use the remaining time for promotion, registrations, volunteers and equipment.
When should registrations close for National Sports Week?: Close registrations 3–5 days before the event starts. That leaves enough time to confirm participants, collect dietary requirements and create the final volunteer and sports schedules.
How many volunteers do I need for a National Sports Week?: Plan for at least one volunteer per active sports area, plus people for registration, refreshments, safety and coordination. Add 10–20% extra cover so breaks, sickness and busy periods do not leave a station unattended.
When should I check the weather for an outdoor sports week?: Check the forecast 48 hours before the first activity and again on the morning of each outdoor session. Use those checks to confirm tents, ground access, equipment protection and any programme changes.

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.