How to organize an Olympic day without chaos

An Olympic day works best when the competition format is settled before you book the venue or send invitations. Start with the date, sports programme and available fields, then build the schedule around registrations, team sizes and judging. In the final week, confirm food requirements, weather plans and equipment such as balls, cones, stopwatches and scoreboards. On the day itself, set up the fields and scoring points before participants arrive, so the opening can start on time.

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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 the sports venue
3
Book catering
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assemble teams
2 people
8
Send out team assignments
9
Record sports results
3 people
10
Create the match schedule
2 people
11
Write out the game rules
2 people
12
Assign judges
2 people
13
Assign presenter
14
Create a music playlist
15
Order prizes
16
Check the weather forecast
17
Do the shopping
3 people
18
Gather sports equipment
2 people
19
Chill drinks
2 people
20
Prepare snacks
4 people
21
Set up tables and chairs
4 people
22
Set up sports fields
4 people
23
Set out sports equipment
3 people
24
Hang up decorations
3 people
25
Connect the sound system
2 people
26
Set up information table
2 people
27
Set up the jury tables
2 people
28
Prepare the registration list
29
Give volunteer briefing
3 people

Event

30
Register participants
3 people
31
Host the opening
2 people
32
Bring teams to the start
4 people
33
Guide sports activities
8 people
34
Keep track of scores
4 people
35
Refill the water stations
2 people
36
Refill drinks
2 people
37
Serve snacks
3 people
38
Open the buffet
3 people
39
Restock the buffet
3 people
40
Collect tableware and waste
3 people
41
Support awards ceremony
3 people
42
Operate music and lighting
2 people
43
Oversee the final round
5 people
44
See participants off
2 people

Aftercare

45
Gather sports equipment
3 people
46
Dismantle furniture
4 people
47
Remove decorations
3 people
48
Collect waste
3 people
49
Wash dishes
3 people
50
Clean the venue
4 people
51
Switch off equipment
2 people
52
Collect lost and found items
53
Return materials
2 people
54
Empty coolers
2 people
55
Store leftovers
2 people
56
Remove empty packaging
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Jury tablesqty 4
Party tentsqty 2

Sports equipment

Footballsqty 4
Volleyballqty 2
Basketballsqty 4
Relay batonsqty 8
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 12
Tug of war rope
Starting whistlesqty 4
Stopwatchesqty 6
Measuring tapesqty 3
Scoreboardsqty 4
Team bibsqty 60
Exercise matsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 4

Tableware

Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8

Decorations

Buntingqty 8
Team flagsqty 8
Gold medalsqty 8
Silver medalsqty 8
Bronze medalsqty 8
Trophiesqty 8
Team table labelsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving knivesqty 4
Kitchen bowlsqty 6
Ice packsqty 20

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Cold packsqty 6
Safety vestsqty 8

Catering

Groceries

Tips

Set the programme before inviting people. Decide how many sports, matches and breaks you can run in one day, then reserve a venue with enough separate space for football, volleyball, basketball and relay activities.
Close registrations at least 7 days before the event. Use the final list to collect dietary requirements, assemble balanced teams and send team assignments before people arrive.
Write the rules and match schedule in advance, including match lengths, changeover time and tie-breakers. Give the schedule to judges and the presenter so results do not depend on one person’s memory.
Check equipment 2–3 days beforehand and group it by sport. Count balls, relay batons, cones, hoops, ropes, bibs, stopwatches, measuring tapes and scoreboards, then arrange replacements for anything missing.
Prepare the arrival area and refreshments before the opening. Chill drinks, set out cups and snacks, test the microphone and speakers, and keep extension cords and power strips away from wet areas; check the forecast the day before and arrange party tents if needed.

Frequently asked questions

How far in advance should I plan an Olympic day?: Start planning 6–8 weeks ahead if you need to reserve a sports venue and book catering. Finalize the programme and invitations early, then close registrations about 7 days before the event.
How do I divide people into Olympic day teams?: Use the final registration list to create teams of similar size, considering age, ability and dietary information where relevant. Send team assignments at least 3 days before the event so participants know where to report.
How much time should I allow for each Olympic day match?: Allow 10–15 minutes for a short match plus 5 minutes for teams to change over. Build at least one 15–20 minute buffer into the schedule for delayed starts, recording results and moving between fields.
What should I do if the weather is bad on Olympic day?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance which activities can move indoors and whether party tents, softer balls or a postponement are needed.

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.