How to organise an adapted sports tournament

Start by fixing the competition format, sports components and venue before opening registration. The venue must work for athletes with different mobility, sensory and support needs, not just meet basic access requirements. Collect dietary requirements and support needs on the registration form, then use that information for team assignments, transport and staffing. In the final week, confirm the schedule, equipment, accessible route and volunteer roles so the tournament can run without avoidable delays.

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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
Reserve the sports venue
2
Set competition format
2 people
3
Determine sports components
2 people
4
Create registration form
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Gather support needs
2 people
9
Create team assignments
2 people
10
Draw up the match schedule
2 people
11
Schedule referees
12
Schedule volunteers
2 people
13
Coordinate transport and parking
14
Check accessible route
2 people
15
Check restroom facilities
16
Reserve sports equipment
17
Order prizes and medals
18
Print the run sheet
19
Confirm team assignments
20
Do the shopping
3 people
21
Check sports equipment
3 people
22
Fill participant folders
2 people
23
Charge batteries and cells

Event

24
Mark out fields
4 people
25
Set up tables and chairs
4 people
26
Clear accessible pathways
2 people
27
Set out game materials
3 people
28
Set up score tables
2 people
29
Test sound system
2 people
30
Build the catering buffet
3 people
31
Chill drinks
2 people
32
Set up registration desk
2 people
33
Brief volunteers
3 people
34
Receive participants
4 people
35
Hand out introductory information
2 people
36
Lead the warm-up
2 people
37
Give the opening briefing
2 people
38
Supervise races
8 people
39
Record scores
4 people
40
Guide participants to the fields
4 people
41
Refill drinks
2 people
42
Serve fruit and snacks
3 people
43
Hang Up Interim Results
2 people
44
Keep the break area tidy
2 people
45
Assist with the finals
6 people
46
Set out prizes
2 people
47
Handle prize ceremony
3 people
48
Serve dinner
4 people
49
See participants off
3 people

Aftercare

50
Gather sports equipment
4 people
51
Remove scoreboards and markers
3 people
52
Wash dishes
3 people
53
Collect waste
3 people
54
Clean up catering
3 people
55
Take down tables and chairs
4 people
56
Clean the hall and changing rooms
4 people
57
Return borrowed equipment
2 people
58
Store leftover food
2 people
59
Send participant thank-yous

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Foldable tablesqty 4
Benchesqty 6
Party tentsqty 2
Break chairsqty 12

Sports equipment

Sports wheelchairsqty 8
Boccia setsqty 4
Soft sports ballsqty 20
Goal ballsqty 8
Volleyball netsqty 2
Sports vestsqty 80
Conesqty 40
Marker discsqty 60
Low obstaclesqty 12
Barrier tapeqty 4
Bib numbersqty 80
Stopwatchesqty 8
Whistlesqty 10
Scoreboardsqty 6
Score padsqty 12
Changing matsqty 8
Sports rampsqty 2
Ball pumpsqty 4
Spare ballsqty 12
Medal ribbonsqty 80

Equipment

Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Walkie-talkiesqty 8
Laptopsqty 2
Tabletsqty 4
Cable reelsqty 2

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving traysqty 8

Kitchen

Coolersqty 6
Food warmersqty 4
Water jugsqty 10
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Team flagsqty 8
Bannersqty 6
Balloonsqty 100
Prize tableclothqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Disinfectant dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Reserve the venue before sending invitations and check the full route from parking or drop-off to the playing area, changing facilities and restrooms. Do not rely on a single accessible entrance without testing it in person.
Put support needs and dietary requirements on the registration form, then review them as registrations arrive. Allow at least one week before the tournament to finalise team assignments and transport arrangements.
Build the match schedule around realistic changeover time, not just playing time. Include time to move sports wheelchairs, ramps, changing mats or other adapted equipment between activities.
Check every sports item several days before the event, including ball pumps, spare balls, stopwatches, scoreboards, whistles and batteries. Charge wireless microphones and other battery-powered equipment before packing it.
Print the run sheet, team lists and score pads before event day, and give referees and volunteers their roles in advance. Mark out the fields and set up tables, chairs and communication equipment before participants arrive.

Frequently asked questions

How far in advance should I book an adapted sports tournament venue?: Book the venue as early as possible, preferably at least 8 to 12 weeks before the tournament. This gives you time to test the accessible route, restroom facilities, parking and changing areas before invitations go out.
What should I ask on an adapted sports tournament registration form?: Ask for participant details, preferred sports, dietary requirements, mobility or communication support, transport needs and emergency contact information. Close registrations at least 10 to 14 days before the event so teams, volunteers and equipment can be assigned properly.
How much time should I allow between matches?: Allow at least 10 to 15 minutes between matches for team movement, equipment changes, scoring and referee preparation. Add more time when sports wheelchairs, ramps or other adapted equipment must be repositioned.
When should I check the equipment for an adapted sports tournament?: Complete the main equipment check 3 to 5 days before the tournament, then do a final check during setup. Test balls, nets, ramps, scoreboards, microphones, extension cords and power strips, and keep spare balls and charged batteries ready.

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