How to organise a track and field competition

Start by fixing the competition format, venue and rules before opening registration. Then build the schedule around the available officials, facilities and equipment, rather than trying to fit everything in at the end. Registrations, dietary requirements, medical contacts and start lists need firm deadlines, because missing information causes delays on competition day. In the final week, check the forecast, inspect the site and test the equipment, power and announcements system.

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 competition venue
2
Define competition elements
2 people
3
Draw up competition rules
2 people
4
Create the match schedule
2 people
5
Send invitations
6
Publish registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Schedule officials and volunteers
2 people
10
Compile start lists
2 people
11
Assign start numbers
2 people
12
Confirm participants
13
Order prizes
14
Collect medical contact details
15
Check the weather forecast
16
Do the shopping
2 people
17
Print the start documents
18
Check competition equipment
2 people
19
Set out prizes
20
Assemble starter packs
3 people
21
Inspect the site
3 people
22
Mark off the competition area
4 people
23
Set up the tents
4 people
24
Set up tables and chairs
4 people
25
Set up registration
2 people
26
Set up judges' table
2 people
27
Mark the finish area
3 people
28
Mark start zones
3 people
29
Check the long jump pit
2 people
30
Check the high jump mat
2 people
31
Lay out throwing materials
3 people
32
Test timekeeping
3 people
33
Test sound
2 people
34
Chill drinks
2 people
35
Set up coffee station
2 people
36
Set up catering
3 people
37
Brief volunteers
2 people
38
Conduct the jury briefing
3 people

Event

39
Staff the registration desk
2 people
40
Register participants
3 people
41
Hand out race numbers
2 people
42
Welcome the audience
2 people
43
Give the opening briefing
2 people
44
Call up the start groups
2 people
45
Supervise races
8 people
46
Record times and results
4 people
47
Move competition equipment
4 people
48
Monitor safety along the course
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Serve coffee and tea
2 people
52
Refill snacks
2 people
53
Empty trash bins
2 people
54
Publish interim results
2 people
55
Announce the finals
56
Assist with the awards ceremony
3 people
57
Hand out final results
2 people
58
See participants off
2 people

Aftercare

59
Clear away start and finish equipment
4 people
60
Gather sports equipment
4 people
61
Take down tents
4 people
62
Clear tables and chairs
4 people
63
Wash dishes
2 people
64
Collect waste
3 people
65
Clean the grounds
4 people
66
Switch off equipment
2 people
67
Archive results
68
Email results to participants
69
Return borrowed materials
2 people
70
Store leftover stock
2 people
71
Hand over the competition venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 40
Jury tablesqty 3
Changing matsqty 4

Sports equipment

Starting blocksqty 8
Hurdlesqty 12
Relay batonsqty 8
Bulletsqty 4
Discus throwqty 4
Javelin throwersqty 4
Long jump rakesqty 2
Measuring tapesqty 4
Measuring sticksqty 4
High jump barsqty 4
High jump matsqty 2
Conesqty 30
Marker discsqty 40
Starter pistol
Starting pistol cartridgesqty 30
Stopwatchesqty 8
Round signsqty 2
Anemometersqty 2
Cable reelsqty 4
Extension cordsqty 6
Walkie-talkiesqty 8
Whistlesqty 8
Clipboardsqty 12
Pensqty 50
Bib numbersqty 250
Safety pinsqty 500
Competition bibsqty 30
Prizesqty 30
Medalsqty 60
Barrier tapeqty 8
Crowd barriersqty 20
Directional signsqty 12
Whiteboardsqty 3
Whiteboard markersqty 12
Calculatorsqty 4

Equipment

Speakersqty 2
Microphoneqty 2
Audio mixer
Laptopqty 2
Printer
Power banksqty 4

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Serving jugsqty 4

Lighting

Work lightsqty 4
String lightsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
First aid kitsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Book the venue and define the events before publishing the registration form. Include the planned age groups, disciplines, number of attempts and any qualifying rules so you can create a workable schedule.
Set registration and confirmation deadlines at least 7 days before the competition. Use the final entries to prepare start lists, assign numbers and contact participants whose details, medical information or dietary requirements are missing.
Schedule officials and volunteers against every event, including registration, starting, judging, measuring and results. Confirm each role at least 3 days beforehand and give officials the start documents they need at check-in.
Inspect the site and mark the competition areas before setup begins. Check the starting blocks, hurdles, relay batons, throwing equipment, measuring tools, high-jump mats and landing areas rather than discovering a problem during warm-up.
Prepare an event-day weather and logistics plan 24 hours in advance. Allow time for tents, tables, chairs, jury stations, registration, speakers, microphone, laptop, printer, cable reels and extension cords to be set up and tested before participants arrive.

Frequently asked questions

How far in advance should I organise a track and field competition?: Start venue and date planning at least 8 to 12 weeks ahead. Open registration only after the events, rules, schedule framework and equipment requirements are clear.
When should I close registration for a track and field competition?: Close registration about 7 days before the competition. This gives you time to process entries, assign start numbers, create start lists and confirm participant details.
How many officials and volunteers do I need for a track and field competition?: Plan at least one responsible official or volunteer for registration, starting, results and each active field event, then add one or two people for setup and participant support. Final numbers depend on how many events run at the same time.
When should I check the weather for an outdoor track competition?: Check the forecast 7 days before the event for planning, then again 24 hours and 2 hours before the start. Use the final checks to confirm tents, wet-weather arrangements, surface conditions and any schedule changes.

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.