How to organise an athletics club open day

An athletics club open day works best when visitors can try several events without waiting for instructions, equipment or a supervisor. Start with the date, programme and sports facilities, then secure coaches, volunteers, insurance and any required permits before promoting the day. Registration numbers determine how many activity stations, name stickers, drinks and snacks you need. Finish with a timed volunteer rota, an access plan and a weather alternative so the day does not depend on last-minute decisions.

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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 date and program
2 people
2
Reserve sports facilities
3
Check permits
4
Check insurance
5
Confirm coaches and supervisors
2 people
6
Recruit volunteers
2 people
7
Draft invitations
2 people
8
Send invitations
2 people
9
Post promotion on social media
10
Hang posters
2 people
11
Open the registration form
12
Process registrations
2 people
13
Collect dietary requirements
14
Create volunteer schedule
2 people
15
Publish program and route
16
Confirm deliveries
17
Check the weather forecast
18
Arrange keys and access
19
Print participant list
20
Prepare name stickers
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Check materials
2 people
25
Prepare the weather plan
2 people
26
Inspect the site
2 people
27
Set up tents
4 people
28
Set up tables and chairs
4 people
29
Set up the reception desk
2 people
30
Set up the catering buffet
3 people
31
Set up the sports stations
4 people
32
Set out athletics equipment
3 people
33
Set up arrows and program boards
2 people
34
Test music and microphone
2 people
35
Set up the prize table
2 people
36
Brief volunteers
2 people
37
Conduct a safety check
2 people

Event

38
Staff the registration table
3 people
39
Welcome visitors
3 people
40
Hand out name stickers
2 people
41
Announce the opening
42
Give a tour
3 people
43
Lead Sprint Training
2 people
44
Guide throwing practice
2 people
45
Supervise show jumping training
2 people
46
Assist the relay
3 people
47
Supervise the youth game
3 people
48
Distribute competition information
2 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Serve snacks
2 people
52
Check Catering Supplies
53
Empty trash bins
2 people
54
Check toilets
2 people
55
Take photos
56
Present prizes
2 people
57
Inform new members
2 people
58
Announce evening program
59
Serve barbecue snacks
3 people
60
Wash dishes
2 people
61
See off the last visitors
3 people

Aftercare

62
Gather sports equipment
4 people
63
Clear tables and chairs
4 people
64
Take down tents
4 people
65
Remove decorations
2 people
66
Collect waste
3 people
67
Clean up catering
3 people
68
Clean the grounds
4 people
69
Clean the restrooms
2 people
70
Switch off equipment
2 people
71
Put supplies back
2 people
72
Lock up the venue
2 people
73
Return materials
2 people
74
Return borrowed items
2 people
75
Archive photos and participant list
76
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Beer tablesqty 4
Changing room racksqty 2
Waste binsqty 8

Sports equipment

Starting blocksqty 4
Relay batonsqty 12
Hurdlesqty 12
Conesqty 40
Marker discsqty 30
Sling ballsqty 6
Throwing spearsqty 6
Bulletsqty 6
Skipping ropesqty 10
High jump barsqty 3
High jump uprightsqty 2
Measuring tapesqty 4
Stopwatchesqty 6
Whistlesqty 8
Starter pistol
Numbered vestsqty 50
Medal ribbonsqty 50

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Small bowlsqty 20
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 8
Pitchersqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Information boardsqty 12
Directional signsqty 15
Tableclothsqty 10

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Give each activity a start time, duration and location, and publish the route once you know how visitors will move between track, field and changing areas.
Confirm coaches and supervisors at least two weeks before the open day, then build the volunteer rota around registration, activity stations, refreshments and access rather than assigning people only to sports events.
Ask for dietary requirements in the registration form and use the final participant count to plan snacks and chilled drinks. Print the participant list and prepare name stickers before the first visitor arrives.
Check every sports station as a complete setup, including starting blocks, hurdles, cones, measuring tapes, stopwatches and throwing equipment. Test the microphone, speakers, mixer, extension cords and power strips before the programme begins.
Make the weather plan a real alternative, not just a note. Check the forecast the day before, confirm access to tents or indoor areas, and tell volunteers when the decision will be made if activities need to move or change.

Frequently asked questions

How far in advance should I plan an athletics club open day?: Set the date and reserve the sports facilities at least 6 to 8 weeks ahead. Use the first 2 weeks to check permits, insurance and staffing, then allow 3 to 4 weeks for invitations and registrations.
How many volunteers do I need for an athletics club open day?: Plan for at least 1 responsible adult at every active station, plus 2 people for registration and refreshments. For 6 stations, that usually means around 10 to 12 volunteers once breaks and changing areas are covered.
When should registration close for an athletics club open day?: Close registration 5 to 7 days before the event so you can print the participant list, prepare name stickers, confirm dietary requirements and adjust snacks, drinks and equipment quantities.
When should I decide whether to use the weather plan?: Check the forecast 48 hours before the open day and make the final call no later than the evening before. Tell coaches, volunteers and registered visitors immediately if the programme or route 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.