How to organize a track and field competition

Start by fixing the competition format, disciplines and timetable before you book anything else. Then secure the venue, officials, electronic timing, permits and insurance, because these are difficult to replace at short notice. Open registration early enough to build accurate start lists, assign volunteers and prepare race numbers. In the final week, check every piece of equipment, confirm the weather plan and keep catering chilled until it is needed.

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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 competition format
3 people
2
Determine disciplines and schedule
3 people
3
Reserve competition venue
4
Book officials
2 people
5
Reserve electronic timing
6
Check permits
7
Check insurance
8
Send invitations
2 people
9
Open registration form
10
Register participants
2 people
11
Process registrations
2 people
12
Compile start lists
2 people
13
Send participant confirmations
14
Collect dietary requirements
15
Assign volunteers
2 people
16
Arrange first aid staffing
17
Order catering
2 people
18
Order prizes and medals
19
Print race numbers
2 people
20
Print the starting lists
21
Create volunteer instructions
2 people
22
Check the weather forecast
23
Check materials
3 people
24
Do the shopping
3 people
25
Store catering chilled
2 people
26
Assemble starter packs
3 people
27
Inspect the site
2 people
28
Set up the registration desk
2 people
29
Set up the competition secretariat
3 people
30
Set up tables and chairs
4 people
31
Build party tents
4 people
32
Set out the course
4 people
33
Mark the start and finish lines
2 people
34
Set up barriers
3 people
35
Set out athletics equipment
4 people
36
Install anemometers
2 people
37
Set Up Timekeeping
3 people
38
Test sound system
2 people
39
Set up first aid table
2 people
40
Set up the catering buffet
3 people
41
Chill drinks
2 people
42
Sort bib numbers
2 people
43
Set up the jury tables
3 people
44
Prepare announcements
45
Brief volunteers
3 people

Event

46
Open registration
4 people
47
Hand out starter packs
3 people
48
Process late registrations
2 people
49
Lead the warm-up
2 people
50
Give the opening briefing
2 people
51
Bring participants to the start
3 people
52
Supervise races
8 people
53
Record times and results
3 people
54
Record technical results
3 people
55
Direct athletes to their events
3 people
56
Inform the audience
57
Serve snacks
3 people
58
Serve drinks
3 people
59
Refill drinks
2 people
60
Refill coffee and tea
2 people
61
Empty trash bins
2 people
62
Restock toiletries
63
Publish interim results
2 people
64
Announce the finals
65
Assist with the finals
6 people
66
Check final results
3 people
67
Prepare awards ceremony
3 people
68
Carry out award ceremony
4 people
69
Hand out final results
2 people
70
See participants off
3 people

Aftercare

71
Gather competition materials
5 people
72
Turn off timekeeping
2 people
73
Take down the sound system
2 people
74
Take down tents and decorations
4 people
75
Clear tables and chairs
4 people
76
Wash dishes
3 people
77
Clean up catering
3 people
78
Collect waste
3 people
79
Clean the grounds
5 people
80
Check competition venue
2 people
81
Publish results online
2 people
82
Send participant results
83
Inventory materials
2 people
84
Return borrowed materials
2 people
85
Return rental items
2 people
86
Clear away unused catering
2 people
87
Archive invoices and receipts

What to bring

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

Sports equipment

Starting blocksqty 8
Hurdlesqty 24
Relay batonsqty 12
Bulletsqty 6
Discus throwersqty 6
Discsqty 6
Javelin throwersqty 6
Spearsqty 6
High jump barsqty 4
High jump uprightsqty 2
High jump mat
Measuring tapesqty 6
Measuring sticksqty 4
Exchange slotsqty 8
Conesqty 40
Course tapeqty 4
Starter pistol
Starter pistol ammunitionqty 30
Red Flagsqty 8
White flagsqty 8
Windsocksqty 4
Sports watchesqty 6
Spare ballsqty 6
Jury casesqty 6
Clipboardsqty 12
Referee whistlesqty 12
Bib numbersqty 250
Start number magnetsqty 500
Medalsqty 120
Cupsqty 24

Equipment

Electronic timing
Anemometersqty 2
Laptopqty 2
Printersqty 2
Extension cordsqty 8
Power stripsqty 6
Walkie-talkiesqty 12
Megaphone
Speakersqty 2
Microphoneqty 2

Furniture

Party tentsqty 3
Tablesqty 14
Chairsqty 80
Beer tablesqty 8
Jury tablesqty 6
Registration tablesqty 3
Waste binsqty 12
Drink coolersqty 4

Tableware

Reusable cupsqty 250
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20
Pitchersqty 12
Thermos flasksqty 8

Catering

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Buffet traysqty 8
Insulated boxesqty 4
Bread knivesqty 6
Cutting boardsqty 6
Pliersqty 12
Groceries

Cleaning

Hand soap dispensersqty 6
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Litter pickersqty 4
Toilet brushesqty 4

Lighting

Work lightsqty 6
String lightsqty 6

Decorations

Competition bannersqty 8
Directional signsqty 12
Info boardsqty 8
Program postersqty 20

Tips

Set the event format and timetable before sending invitations. Allow time between heats, field events and relay changes so officials can record results without delaying the next event.
Book officials, electronic timing and the venue as soon as the date is fixed, preferably several weeks ahead. Confirm exactly which disciplines the facility supports, including hurdles, throwing areas and high jump.
Close registration early enough to process entries and compile start lists. Send participant confirmations, collect dietary requirements and print race numbers and start lists at least one day before competition day.
Assign volunteers by station rather than asking for general help. Give each group written instructions covering check-in, equipment, results, refreshments and where to report before the first event.
Use the final week for a physical equipment check: test the starter pistol and ammunition, inspect measuring tapes, flags, cones, exchange slots and wind indicators, and count spare balls. Recheck the weather forecast the day before and keep chilled catering refrigerated until serving.

Frequently asked questions

How far in advance should I organize a track and field competition?: Start planning at least 8 to 12 weeks ahead. Reserve the venue, officials and electronic timing first, then open registration once the format and timetable are confirmed.
How long before a track and field competition should registration close?: Close registration about 7 to 10 days before the event. That gives you time to process entries, resolve missing information, create start lists and print bib numbers.
How many officials and volunteers are needed for a track and field competition?: The number depends on the disciplines and timetable, but plan separate coverage for starts, timing, results, field-event judging, check-in, equipment and first aid. Make assignments at least 1 week before the competition and provide written instructions.
What should I check the day before a track and field competition?: Check the weather, venue access, permits, insurance, equipment and timing system the day before. Also confirm officials, volunteers, catering, medals, race numbers and printed start lists.

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.