How to organise a sports clinic

Organising a sports clinic starts with the venue, trainers and programme—not with buying equipment. Confirm the space and coaching team first, then build a timetable that matches the number and ability of participants. Registration should capture dietary requirements and medical considerations early, so groups, catering and safety arrangements are ready in time. On the day, allow a separate setup period for reception, sports stations, refreshments, sound and safety 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
Reserve the sports venue
2
Finalize trainers
3
Develop the clinic program
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Collect medical considerations
8
Assign participant groups
2 people
9
Prepare the coaches' briefing
10
Check sports equipment
2 people
11
Order supplies
12
Check the shopping list
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Prepare sports stations
3 people
16
Print participant list
17
Prepare name badges
2 people
18
Prepare catering
3 people
19
Prepare sandwiches and wraps
3 people
20
Reheat soup
2 people
21
Set up tables and chairs
4 people
22
Set up the reception area
2 people
23
Set up sports fields
4 people
24
Test sound equipment
2 people
25
Prepare safety equipment
2 people
26
Place information signs
2 people

Event

27
Receive participants
4 people
28
Hand out name badges
2 people
29
Give the opening briefing
3 people
30
Lead the group warm-up
4 people
31
Lead the first clinic round
6 people
32
Serve water and fruit
3 people
33
Guide the second clinic round
6 people
34
Refill drinks
2 people
35
Swap out sports equipment
3 people
36
Set up the buffet
4 people
37
Serve the buffet
4 people
38
Clear away dishes and tables
3 people
39
Lead the evening clinic
6 people
40
Serve evening snacks
2 people
41
Guide the cool-down
3 people
42
Give closing remarks and thanks
2 people
43
Check out participants
2 people

Aftercare

44
Gather sports equipment
4 people
45
Take down tables and chairs
4 people
46
Wash dishes
3 people
47
Collect waste
2 people
48
Clean the venue
4 people
49
Check stock and damage
2 people
50
Return rented materials
2 people
51
Distribute leftover food
2 people
52
Clean sports equipment
3 people
53
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 6
Coat racksqty 2

Sports equipment

Exercise matsqty 30
Footballsqty 12
Basketballsqty 10
Volleyballsqty 10
Conesqty 40
Vestsqty 60
Agility laddersqty 6
Low hurdlesqty 12
Resistance bandsqty 30
Skipping ropesqty 20
Whistlesqty 8
Stopwatchesqty 6
Portable goalsqty 4

Equipment

Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Catering

Coolersqty 4
Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 8
Groceries

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Food tongsqty 6

Safety

First aid kitsqty 2
Instant cold packsqty 12
Sunscreenqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop headsqty 2
Bucketsqty 3

Tips

Book the sports venue and confirm the trainers before opening registration. Work backwards from the clinic date and aim to have both confirmed at least 6–8 weeks in advance.
Set a registration deadline 10–14 days before the clinic. Use the final participant list to assign groups, prepare name badges and flag dietary or medical considerations for the coaches.
Plan stations around the available space and equipment, not just the activities you want to offer. Check balls, cones, vests, mats, ladders, hurdles and timing equipment at least one week before the event.
Prepare the coaches’ briefing before the day starts. Include group allocations, station timings, participant considerations, emergency procedures and who is responsible for moving groups between activities.
Schedule catering and room setup separately from sports setup. Sandwiches and wraps can be prepared ahead, while soup, coffee and chilled drinks should be ready before registration opens; keep water available throughout the clinic.

Frequently asked questions

How far in advance should I organise a sports clinic?: Start planning 6–8 weeks before the clinic, especially if you need to reserve a venue and confirm several trainers. Finalise registrations and participant information 10–14 days before the event.
How many participants can one sports clinic group have?: Keep groups small enough for every participant to receive coaching and use the equipment safely. As a practical starting point, plan for about 8–12 participants per coach, then adjust for the sport, age and ability level.
When should I check the sports equipment for a clinic?: Make a complete equipment check 7 days before the clinic and repeat it during setup on the day. Test portable goals, balls, cones, vests, whistles, stopwatches and any sound equipment before participants arrive.
What information should I collect when people register for a sports clinic?: Collect each participant’s name, contact details, dietary requirements and medical considerations by the registration deadline. Close registration 10–14 days before the clinic so you have time to assign groups, prepare badges and brief the coaches.

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.