How to organise a sports day without last-minute problems

A sports day runs smoothly when the programme, venue and team structure are fixed before you invite people. Start by setting the date, choosing the sports components and confirming how many participants the venue can handle. Then build the competition rules, volunteer rota and registration process around that plan. The details most often missed are weather cover, cooling facilities, spare equipment, dietary requirements and clear team times sent out before the day.

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
Set the date and program
2 people
2
Confirm the sports venue
3
Check permits and notifications
4
Set budget and number of participants
2 people
5
Choose sports components
3 people
6
Write out the competition rules
2 people
7
Approach volunteers
2 people
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Prepare team assignments
2 people
12
Create the volunteer schedule
2 people
13
Reserve sports equipment
14
Reserve tables and chairs
15
Arrange cooling facilities
16
Monitor the weather forecast
17
Check the bad weather plan
2 people
18
Create final participant list
19
Communicate teams and times
20
Collect prizes and medals
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Collect sports equipment
2 people
24
Sort materials
2 people
25
Print team cards and score sheets
26
Check route to venue
27
Fill coolers
2 people
28
Prepare fruit and bread
3 people
29
Check first aid kit
30
Open venue
2 people
31
Check the venue for safety
3 people
32
Set up tables and chairs
4 people
33
Set up party tents
4 people
34
Set up sports fields
4 people
35
Prepare sports equipment
3 people
36
Set up the registration table
2 people
37
Set up the catering table
3 people
38
Test music and microphone
2 people
39
Set up the scoring table
2 people
40
Brief volunteers
3 people

Event

41
Receive participants
3 people
42
Register teams
2 people
43
Explain the program and rules
2 people
44
Lead the warm-up
2 people
45
Assist the relay
4 people
46
Supervise the football matches
4 people
47
Supervise korfball matches
4 people
48
Refill drinks
2 people
49
Restock fruit and snacks
2 people
50
Process scores
2 people
51
Treat injuries
2 people
52
Lead tug-of-war
3 people
53
Serve break and lunch
4 people
54
Swap game materials
3 people
55
Assist with the finals
4 people
56
Check scores
2 people
57
Handle prize ceremony
3 people
58
Support the evening program
3 people
59
Close catering
2 people
60
Collect the final round of trash
2 people
61
See participants off
2 people

Aftercare

62
Gather sports equipment
4 people
63
Dismantle sports fields
4 people
64
Take down party tents
4 people
65
Clear tables and chairs
4 people
66
Sort and remove waste
3 people
67
Wash tableware and equipment
3 people
68
Clean the grounds
4 people
69
Collect lost and found items
2 people
70
Lock up the venue
2 people
71
Return borrowed equipment
2 people
72
Distribute leftover food
2 people
73
Clean coolers
2 people
74
Clear away decorations and signage
2 people
75
Share photos with participants
76
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Registration desk
Score table
Clothes racksqty 2

Sports equipment

Footballsqty 6
Korfballsqty 4
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 30
Conesqty 40
Vestsqty 60
Relay batonsqty 12
Skipping ropesqty 12
Hoopsqty 12
Tug of war rope
Sports netsqty 2
Goal postsqty 4
Korfball postsqty 2
Basketball hoop
Whistlesqty 8
Stopwatchesqty 4
Measuring tape
Pumpqty 2
Spare ballsqty 4
Start and finish ribbonqty 2
Water cups for playersqty 100

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Serving jugsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Bottle openersqty 3

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Rechargeable work lightsqty 4

Decorations

Buntingqty 6
Team flagsqty 12
Wayfinding signsqty 8
Markersqty 12
Tapeqty 6
Cable tiesqty 100
Prizesqty 12
Medalsqty 20

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12
First aid bag

Catering

Groceries

Tips

Set the programme before opening registration. List each sports component, its duration and the changeover time, then leave at least 10 minutes between activities for teams to move and equipment to be reset.
Confirm the venue and permissions early. Check access, available sports facilities, space for registration and scoring tables, and any permit or notification requirement at least 6 to 8 weeks before the event.
Use registration data to build balanced teams. Close registrations on a fixed date, collect dietary requirements at the same time, and send every participant their team, arrival time and first activity at least 5 days beforehand.
Plan volunteers by station, not just by total number. Assign people to registration, scoring, refereeing, equipment changes and first aid or welfare, and give each person a written shift time before event week.
Treat weather and equipment as separate risks. Check the forecast 3 days before and again on the morning, while keeping a bad-weather plan, spare balls, a pump, extra cones and dry storage ready for score sheets and team cards.

Frequently asked questions

How far in advance should I organise a sports day?: Start planning at least 8 weeks ahead if you need to confirm a venue, volunteers and equipment. Set the programme and budget first, then open registration once the main sports and timetable are confirmed.
How many volunteers do I need for a sports day?: Plan at least 1 coordinator for every 4 to 6 activity stations, plus separate people for registration and scoring. Add enough cover for breaks so no station is left without an adult during the programme.
When should I send sports day team assignments?: Send team assignments and start times at least 5 days before the event. Include the arrival point, registration time, first activity and any dietary information participants supplied.
How much time should I allow between sports day activities?: Allow at least 10 minutes between activities for teams to move and equipment to be reset. Add a longer 20 to 30 minute break if participants need drinks, food or a change of playing area.

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.