How to organise a track and field competition

Start by fixing the competition format and timetable before opening entries. Once you know the events, age groups and running order, you can assign officials, recruit volunteers and prepare the right equipment. Registration, start lists and judging paperwork need firm deadlines, while weather checks and site inspections prevent last-minute problems. On competition day, set up registration, jury tables and the PA system before athletes arrive, then keep results and equipment moving between events.

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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
Set the competition schedule
2 people
2
Send invitations
2 people
3
Open registrations
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm the competition events
2 people
7
Approach jury members
2 people
8
Assign volunteers
2 people
9
Make reservations
10
Check permits
11
Monitor the weather forecast
12
Create final participant list
2 people
13
Prepare start lists
2 people
14
Print judging instructions
15
Inform participants
16
Do the shopping
3 people
17
Sort bib numbers
2 people
18
Assemble medal packs
2 people
19
Prepare match forms
2 people
20
Check equipment
3 people
21
Charge batteries
22
Fill coolers
2 people
23
Inspect the site
3 people
24
Set up the registration desk
3 people
25
Set up jury tables
4 people
26
Set up audience seating
4 people
27
Mark the start and finish areas
4 people
28
Set up jumping and throwing fields
5 people
29
Set up the hurdles and mats
4 people
30
Test the PA system
2 people
31
Test race clocks
2 people
32
Hang up signage
2 people
33
Prepare catering
3 people
34
Stock the jury tables
2 people
35
Set up registration desk
2 people
36
Prepare first aid supplies
2 people
37
Brief volunteers
2 people
38
Welcome the judges
2 people

Event

39
Register participants
4 people
40
Hand out race numbers
3 people
41
Carry out the final course check
3 people
42
Handle the opening announcements
2 people
43
Gather starting groups
3 people
44
Supervise races
8 people
45
Record times
3 people
46
Record attempts and distances
5 people
47
Give the starting commands
2 people
48
Staff the course checkpoints
6 people
49
Inform the audience
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Serve the fruit and snacks
2 people
53
Empty trash bins
2 people
54
Move competition equipment
4 people
55
Check results
2 people
56
Set out prizes
2 people
57
Handle prize ceremony
3 people
58
Make the Closing Announcements
59
See participants off
2 people
60
Collect competition forms
2 people

Aftercare

61
Clear the site
5 people
62
Clear hurdles and mats
4 people
63
Clear tables and chairs
4 people
64
Sort and dispose of waste
3 people
65
Wash dishes
3 people
66
Clean up catering
3 people
67
Clean the grounds
4 people
68
Publish results
2 people
69
Sort lost property
70
Clean equipment
3 people
71
Store the materials
3 people
72
Return borrowed items
2 people
73
Email the results to participants

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 2
Jury tablesqty 8
Catering tablesqty 4
Folding chairsqty 80
Bar stoolsqty 4
Tableclothsqty 12
Clothes racksqty 2

Sports equipment

Starting blocksqty 8
Hurdlesqty 20
High jump uprightsqty 2
High jump barsqty 4
High jump matsqty 2
Takeoff boardsqty 2
Measuring tapesqty 6
Measuring sticksqty 4
Bulletsqty 4
Discus throwqty 4
Spearsqty 6
Relay batonsqty 12
Conesqty 40
Marker discsqty 50
Barrier tapeqty 6
Starter pistol
Starting pistol blanksqty 2
Finish ribbonsqty 6
Competition flagsqty 12
Race bib beltsqty 180
Jury clipboardsqty 20
Writing boardsqty 10
Judging vestsqty 20
Volunteer vestsqty 15
Medal ribbonsqty 60
Medal holdersqty 60
Trophiesqty 12
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 10
Sun umbrellasqty 4

Equipment

Electronic time clocksqty 3
Stopwatchesqty 8
PA system
Speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Laptopsqty 3
Printersqty 2
Label printers

Lighting

Work lightsqty 4
LED lanternsqty 8

Decorations

Wayfinding signsqty 14
Start and finish bannersqty 4
Directional signsqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 12
Thermos bottlesqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 4
Broom setsqty 4
Mopsqty 4
Hand broomsqty 4
Sink basinsqty 4

Catering

Groceries

Tips

Set the timetable before sending invitations. Allow realistic changeover time between track races and field events, and publish a registration deadline at least 10 to 14 days before the competition.
Confirm officials and volunteers as soon as entries open. You need people for registration, starts, judging, measuring, timekeeping and results; send each person their role and arrival time at least one week ahead.
Prepare start lists, bib numbers and match forms from the final participant list. Close changes 48 hours before the event where possible, so paperwork can be printed and sorted instead of rebuilt during check-in.
Inspect the site and test every event area before setup is finished. Check start blocks, hurdles, landing mats, takeoff boards, throwing equipment, measuring tools, stopwatches and electronic clocks rather than assuming they are ready.
Plan for delays caused by weather and queues. Follow the forecast from three days out, arrange party tents and seating where needed, and fill cool boxes before opening registration so volunteers are not leaving their posts.

Frequently asked questions

How far in advance should I organise a track and field competition?: Begin planning at least 8 to 12 weeks ahead, especially if you need permits, officials or venue reservations. Open athlete registration once the event programme and timetable are confirmed, usually 3 to 6 weeks before competition day.
When should registration close for a track and field competition?: Close entries around 7 to 14 days before the event, then use the final 48 hours to check the participant list and prepare start lists. A clear cutoff gives you time to sort bib numbers, print forms and assign heats.
How many officials and volunteers do I need?: For a small competition, plan on at least one coordinator, two registration volunteers, one starter, two to four timekeepers and a judging team for each field area running at the same time. Add one results or runner volunteer if several events overlap.
What should I check on the morning of the competition?: Arrive at least 2 hours before the first event to inspect the site, set up registration and jury tables, test the PA system and check timing equipment. Confirm start lists, judging instructions, safety zones and weather arrangements before athletes are called.

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