How to organise a sports fair from the ground up

A sports fair needs more than a venue and a few activity tables. Start by fixing the date and location, then build the exhibitor list, floor plan and programme around the space available. Registrations, demonstrations and volunteer cover affect how people move through the fair, while equipment such as mats, balls, cones and power supplies must be ready before set-up day. The details most often missed are exhibitor instructions, dietary requirements, signage and a reliable contact list for the event itself.

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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
Confirm date and location
2 people
2
Contact sports providers
2 people
3
Register exhibitors
2 people
4
Create the trade fair map
2 people
5
Assign pitch locations
2 people
6
Confirm reservations
2 people
7
Draft invitations
2 people
8
Send invitations
2 people
9
Post on social media
10
Open registrations
11
Process registrations
2 people
12
Collect dietary requirements
13
Distribute promotional posters
3 people
14
Create the fair schedule
2 people
15
Inform exhibitors
2 people
16
Plan demonstrations
2 people
17
Recruit volunteers
2 people
18
Assign volunteers
2 people
19
Create a contact list
20
Prepare signage
2 people
21
Prepare name badges
2 people
22
Confirm catering
23
Check the inventory list
2 people
24
Do the shopping
3 people
25
Collect Print Materials
2 people
26
Check sports equipment
2 people
27
Fill coolers
2 people
28
Open venue
2 people
29
Check the floor and walkways
3 people
30
Set up tables and chairs
6 people
31
Set up exhibition walls
4 people
32
Hang up stand numbers
2 people
33
Hang up signage
3 people
34
Set up registration desk
2 people
35
Set up sports demonstrations
4 people
36
Check power outlets
2 people
37
Test the lighting
2 people
38
Test sound system
2 people
39
Set up the catering buffet
3 people
40
Chill drinks
2 people
41
Welcome exhibitors
3 people
42
Have exhibitors set up
4 people
43
Give volunteer briefing
2 people

Event

44
Open the doors
3 people
45
Register visitors
4 people
46
Inform visitors
3 people
47
Announce the program
48
Assist with sports demonstrations
4 people
49
Guide tasting activities
5 people
50
Support exhibitors
2 people
51
Serve drinks
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Refill buffet
2 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Keep passages clear
2 people
58
Announce final program
59
See visitors out
3 people

Aftercare

60
Have exhibitors take down their stands
4 people
61
Gather sports equipment
3 people
62
Clean up catering
3 people
63
Wash dishes
3 people
64
Dismantle tables and chairs
6 people
65
Remove decorations
3 people
66
Sort waste
3 people
67
Clean the venue
4 people
68
Check borrowed materials
2 people
69
Return materials
2 people
70
Store leftover stock
2 people
71
Follow up with exhibitors

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 80
Display wallsqty 24
Reception desk
Clothes racksqty 6
Bollardsqty 12

Equipment

Laptopqty 2
Tabletsqty 3
Cash box
Payment terminalqty 2
Portable speakersqty 2
Wireless microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Sports equipment

Exercise matsqty 12
Yoga matsqty 10
Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Hockey sticksqty 8
Hockey ballsqty 12
Skipping ropesqty 12
Kettlebellsqty 8
Dumbbellsqty 16
Resistance bandsqty 20
Conesqty 30
Speed ladderqty 2
Hoopsqty 12
Bib numbersqty 100
Stopwatchesqty 4
Measuring tapesqty 4
Towelsqty 30
Water bottlesqty 30

Tableware

Reusable cupsqty 250
Platesqty 200
Cutlery setsqty 200
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Buntingqty 10
Sports postersqty 20
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 24

Cleaning

Waste binsqty 10
Vacuum cleanerqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue before inviting exhibitors, then create the fair map before assigning pitches. This prevents late changes when you discover that display walls, clothes racks, the reception desk or demonstration areas need more room.
Give exhibitors a firm deadline for registration details and dietary requirements, ideally at least 2 weeks before the fair. Use the final list to prepare name badges, the exhibitor map, catering numbers and the event schedule.
Plan demonstrations around the busiest parts of the day and mark their locations on the map. Leave clear movement space around exercise mats, yoga mats, speed ladders and cones so visitors can watch without blocking entrances or pitches.
Treat power and payments as separate checks during the inventory review. Count extension cords, power strips, charging stations, LED lamps, the cash box and payment terminal, then test the laptop, tablets, speakers and wireless microphone before opening.
Assign volunteers to specific shifts and areas rather than asking for general help. Keep a contact list with the reception desk, registration point, demonstrations and equipment area, and prepare signage before exhibitors arrive so people can find each one without stopping staff.

Frequently asked questions

How far in advance should I organise a sports fair?: Start planning at least 8 to 12 weeks before the event. Confirm the date and venue first, contact sports providers next, and aim to open registrations and send invitations no later than 4 to 6 weeks before the fair.
How do I plan the layout for a sports fair?: Create the floor plan after confirming the venue dimensions and exhibitor needs, usually 3 to 4 weeks before the event. Assign pitches only after allowing space for the reception desk, walkways, demonstrations, seating, display walls and equipment storage.
How many volunteers do I need for a sports fair?: Plan at least 1 volunteer for reception and registration, 1 for equipment and demonstrations, and 1 roaming helper for every 50 to 75 visitors expected at the busiest time. Add extra cover for breaks and overlapping demonstration sessions.
When should I prepare the sports fair equipment?: Check the inventory 1 to 2 weeks before the fair and complete shopping and printing at least 3 days beforehand. Test payment devices, tablets, speakers, microphones, lighting and charging stations before loading the equipment for set-up.

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.