How to organise a track and field competition

A track and field competition needs more than a race schedule. Start by defining the events, checking the rules and setting the registration deadline. Then build the entry lists, confirm officials and volunteers, and reserve the venue and equipment you need. In the final week, prepare bibs and result forms, check timing equipment, share participant information and walk through the site setup. A clear order prevents missing equipment, unassigned duties and delays 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
Define Competition Elements
3 people
2
Check the competition rules
2 people
3
Send invitations
2 people
4
Open registration form
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Confirm officials
9
Make reservations
10
Publish the match schedule
2 people
11
Compile start lists
2 people
12
Print race numbers
2 people
13
Print result forms
2 people
14
Send participant information
15
Order prizes and medals
16
Check the shopping list
2 people
17
Do the shopping
3 people
18
Check competition materials
3 people
19
Charge batteries
20
Sort bib numbers
2 people
21
Prepare catering
4 people
22
Fill coolers
2 people
23
Inspect the site
3 people
24
Set up tents
6 people
25
Set up tables and chairs
5 people
26
Mark the start and finish areas
4 people
27
Set up athletics events
6 people
28
Set out hurdles and blocks
4 people
29
Set up the high jump
3 people
30
Prepare the long jump pit
3 people
31
Set out throwing materials
4 people
32
Set up timing
3 people
33
Test sound system
2 people
34
Set up the registration table
3 people
35
Set up the catering buffet
4 people
36
Check toilets
2 people
37
Place waste stations
2 people
38
Brief officials
3 people
39
Brief volunteers
3 people

Event

40
Receive participants
6 people
41
Hand out race numbers
3 people
42
Process late registrations
2 people
43
Lead the warm-up
2 people
44
Give opening briefing
2 people
45
Supervise competition events
12 people
46
Record times and distances
5 people
47
Announce the starting groups
2 people
48
Inform the audience
2 people
49
Refill drinks
3 people
50
Serve coffee and tea
3 people
51
Serve sandwiches and snacks
4 people
52
Keep the buffet clean and stocked
2 people
53
Remove waste regularly
2 people
54
Check results
3 people
55
Carry out the awards ceremony
4 people
56
Make the Closing Announcements
2 people
57
See participants off
4 people

Aftercare

58
Gather competition materials
6 people
59
Dismantle timing equipment
3 people
60
Pack up the sound system
2 people
61
Take down tents
6 people
62
Clear tables and chairs
5 people
63
Wash dishes
3 people
64
Clear litter from the grounds
6 people
65
Chill catering leftovers
2 people
66
Clean the restrooms
2 people
67
Return materials
3 people
68
Return rental items
2 people
69
Publish results online
2 people
70
Send follow-up message to participants
71
Process expenses and receipts
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Foldable tablesqty 4
Bar stoolsqty 6
Clothes racksqty 2

Sports equipment

Starting blocksqty 8
Hurdlesqty 20
Relay batonsqty 12
Bulletsqty 8
Spearsqty 6
Discus throwqty 6
High jump barsqty 4
High jump uprightsqty 2
Crash matsqty 2
Measuring tapesqty 6
Measuring sticksqty 4
Starter pistol
Starter pistol caps
Conesqty 40
Barrier tapeqty 6
Field markerqty 4

Equipment

Electronic timekeeping
Stopwatchesqty 8
Laptopqty 2
Printer
Walkie-talkiesqty 8
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Serving spoonsqty 8

Decorations

Buntingqty 8
Site signsqty 20
Program postersqty 12
Directional signsqty 12

Lighting

LED lampsqty 8
Work lightsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Ice packsqty 12
Safety vestsqty 20
Flashlightsqty 6

Registration

Bib holdersqty 350
Officials' badgesqty 30
Wristbandsqty 400
Clipboardsqty 20
Ballpoint pensqty 40

Prizes

Medalsqty 120
Cupsqty 12
Certificatesqty 350

Office

A4 paperqty 2
Permanent markersqty 20
Tapeqty 12
Scissorsqty 6

Catering

Groceries

Tips

Set the event programme before opening registration. List each race, relay, hurdle, jump and throwing event, then check the rules so you know the required measurements, attempts and age categories.
Close registration early enough to process entries and collect dietary requirements. Aim to publish the schedule and start lists at least 3 days before the competition, leaving time to correct spelling or timetable errors.
Assign volunteers to specific stations rather than giving everyone a general role. You need clear coverage for registration, field events, the finish area, results, catering and equipment changes.
Check specialist equipment at least 2 days beforehand. Test electronic timing, stopwatches, walkie-talkies, microphones and the printer, and charge every battery before loading the equipment.
Plan site setup by working backwards from the first start. Put out tents, tables, chairs, cones and barrier tape first, then position starting blocks, hurdles, throwing equipment and high-jump mats; allow at least 90 minutes for setup and inspection.

Frequently asked questions

How far in advance should I organise a track and field competition?: Start planning at least 8 to 12 weeks ahead. Open registration only after the events, rules, venue and key officials are confirmed, and close entries about 7 days before competition day.
When should I publish the schedule and start lists?: Publish the schedule at least 3 days before the competition. Finalise and print start lists, race numbers and result forms no later than the day before, after checking late withdrawals.
How many officials and volunteers do I need for a track and field competition?: The number depends on the event programme, but assign at least one responsible person to registration, timing, results and each active field-event area. Confirm officials and volunteers 7 days before the event and provide a written duty list.
How long does it take to set up a track and field competition?: Allow at least 90 minutes for tents, tables, signage, equipment and the technical check, and 30 minutes more if electronic timing or several field events are used. Inspect the site before the first warm-up begins.

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