How to organise an athletics day from start to finish

An athletics day runs smoothly when the programme, groups and responsibilities are fixed before anyone arrives. Start by booking the sports fields, choosing the events and opening registration, then build the schedule around available officials and volunteers. In the final week, check equipment, prepare start lists and score sheets, confirm catering and send participants their practical information. On the day itself, separate registration, competition and refreshment areas so movement stays clear.

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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 fields
3
Choose competition items
2 people
4
Assign participant groups
2 people
5
Send invitations
2 people
6
Open registrations
7
Process registrations
2 people
8
Collect dietary requirements
9
Recruit volunteers
2 people
10
Assign judges
2 people
11
Record emergency contact
12
Book catering
13
Arrange waste collection
14
Create start lists
2 people
15
Prepare score sheets
2 people
16
Create floor plan
17
Check the weather forecast
18
Send participant information
2 people
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Check sports equipment
2 people
22
Sort bib numbers
2 people
23
Set up medal prizes
24
Fill coolers
2 people
25
Set up tables and chairs
4 people
26
Build party tents
4 people
27
Set up the course
4 people
28
Mark the long jump lane
2 people
29
Prepare the long jump pit
2 people
30
Lay out throwing materials
2 people
31
Set up the registration table
2 people
32
Set up the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Test audio and microphone
2 people
35
Put up route signs
2 people
36
Set up first aid table
37
Brief volunteers
3 people

Event

38
Register participants
4 people
39
Hand out race numbers
3 people
40
Give the opening briefing
2 people
41
Assist with sprint events
5 people
42
Supervise relays
5 people
43
Supervise the long jump
3 people
44
Supervise the high jump
3 people
45
Supervise the shot put
3 people
46
Supervise the afternoon break
4 people
47
Serve lunch buffet
4 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Process interim results
2 people
51
Assist with the finals
5 people
52
Inform the audience
53
Check safety on the field
2 people
54
Provide first aid
2 people
55
Empty trash bins
2 people
56
Check prize winners
2 people
57
Present medals
3 people
58
Give thanks
59
Serve evening catering
4 people
60
See off guests and manage departure
3 people

Aftercare

61
Gather sports equipment
4 people
62
Dismantle competition fields
4 people
63
Take down tents
4 people
64
Clear tables and chairs
4 people
65
Wash dishes
3 people
66
Empty coolers
2 people
67
Collect waste
3 people
68
Clean the venue
4 people
69
Collect lost and found items
70
Publish results
71
Thank participants
2 people
72
Check materials
2 people
73
Return borrowed items
2 people
74
Store leftover groceries
2 people
75
Record damage and missing items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
Registration desk
Waste binsqty 8
Clothes racksqty 2
Storage cratesqty 12

Sports equipment

Starting blocksqty 6
Hurdlesqty 12
Relay batonsqty 8
Conesqty 30
Marking linesqty 12
Measuring tapesqty 4
Stopwatchesqty 8
Whistlesqty 8
Bulletsqty 4
High jump barsqty 2
High jump uprightsqty 2
Jump matsqty 2
Rakesqty 2
Scoopsqty 2
Scoreboardsqty 6
Bib numbersqty 120
Safety vestsqty 20
Sports bagsqty 6

Equipment

Wireless microphoneqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Megaphonesqty 2
Laptopsqty 2
Printers
Coolersqty 4
First aid kitqty 2
Flashlightsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 40
Pouring jugsqty 8
Serving plattersqty 12

Decorations

Buntingqty 8
Balloonsqty 100
Start/finish banner
Award ceremony board
Tableclothsqty 10

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Include the event order, approximate duration and group assignments so you can create realistic start lists instead of fitting entries into the schedule later.
Recruit volunteers and appoint judges at least two weeks ahead. Assign named people to registration, timing, field events, scoring, first aid and crowd guidance; a general call for help is rarely enough.
Check every event area the day before, including start blocks, hurdles, cones, marker lines, measuring tapes, stopwatches and whistles. For jumping and throwing events, inspect the landing areas and have rakes and shovels ready.
Send participant information no later than three days before the athletics day. Include arrival time, registration location, group or bib-number details, clothing guidance, food arrangements and what happens if the weather changes.
Prepare the finish-line paperwork before setup begins. Sort bib numbers, print start lists and score sheets, charge or test the microphone and speakers, and keep spare pens and paper at the scoring table.

Frequently asked questions

How far in advance should I plan an athletics day?: Book the sports fields and set the programme at least 6 to 8 weeks ahead. Open registration once the event list, group structure and basic safety arrangements are confirmed.
How many volunteers do I need for an athletics day?: Plan on at least 1 coordinator, 1 registration helper, 1 judge or official per active event area, 1 first-aid contact and 1 scoring helper. For several events running at once, add one helper per area rather than expecting one person to cover multiple stations.
When should I prepare the start lists and bib numbers?: Close or review registrations 5 to 7 days before the event, then prepare start lists and sort bib numbers. Leave time for late corrections and send the final group information at least 3 days before the athletics day.
What should I do if the weather forecast is bad?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance who can postpone or adapt the programme, and communicate the decision by a fixed time so participants, catering and volunteers are not left waiting.

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.