Olympic Day checklist: what to arrange and when

An Olympic Day works best when the competition plan is finished before anyone arrives. Start with the date, venue, programme, registration process, and team format, then arrange officials, catering, equipment, and sound. Leave enough time to record results and present prizes without delaying the final events. This checklist covers the practical details people often leave too late, including weather plans, dietary requirements, field setup, and scorekeeping.

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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

Set the date and program
2 people
Reserve the sports venue
Book catering
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assemble teams
2 people
Send out team assignments
Record sports results
3 people
Create the match schedule
2 people
Write out the game rules
2 people
Assign judges
2 people
Assign presenter
Create a music playlist
Order prizes
Check the weather forecast
Do the shopping
3 people
Gather sports equipment
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set up tables and chairs
4 people
Set up sports fields
4 people
Set out sports equipment
3 people
Hang up decorations
3 people
Connect the sound system
2 people
Set up information table
2 people
Set up the jury tables
2 people
Prepare the registration list
Give volunteer briefing
3 people

Event

Register participants
3 people
Host the opening
2 people
Bring teams to the start
4 people
Guide sports activities
8 people
Keep track of scores
4 people
Refill the water stations
2 people
Refill drinks
2 people
Serve snacks
3 people
Open the buffet
3 people
Restock the buffet
3 people
Collect tableware and waste
3 people
Support awards ceremony
3 people
Operate music and lighting
2 people
Oversee the final round
5 people
See participants off
2 people

Aftercare

Gather sports equipment
3 people
Dismantle furniture
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Switch off equipment
2 people
Collect lost and found items
Return materials
2 people
Empty coolers
2 people
Store leftovers
2 people
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 sending invitations. Include registration deadlines, team sizes, arrival time, first event, breaks, and the planned finish so participants know what they are signing up for.
Create the match schedule and write the rules at least 7 days before Olympic Day. Assign judges and a presenter at the same time, then share team assignments once registrations and dietary requirements are processed.
Check every sports station against the programme 2–3 days beforehand. Count balls, relay batons, cones, hoops, skipping ropes, bibs, stopwatches, measuring tapes, and scoreboards rather than assuming the equipment is complete.
Check the weather forecast 48 hours before the event and prepare party tents or an indoor alternative if needed. Protect the sound system with a safe power setup using extension cords and power strips away from wet areas.
Chill drinks and prepare snacks on the day, allowing roughly 2–3 drinks per person for the first hour. Set up buffet, jury, and seating tables before laying out plates, glasses, cutlery, and coffee cups so registration does not compete with catering setup.

Frequently asked questions

How far in advance should I plan an Olympic Day?: Set the date and reserve the sports venue at least 6–8 weeks ahead. Send invitations around 4 weeks before the event, with a registration deadline about 10–14 days before it.
When should I create the Olympic Day team assignments?: Close registrations 10–14 days before Olympic Day, then assemble teams and send assignments within 2–3 days. This leaves time to correct missing details or late withdrawals.
How much sports equipment do I need for Olympic Day?: Plan equipment by station and team, not only by participant count. Aim for one clearly marked set of core equipment per active field or game, plus at least 10% spare cones, bibs, and small items.
How early should I set up an Olympic Day venue?: Allow 2–3 hours for tables, chairs, fields, equipment, decorations, sound, and catering setup. Keep at least 30 minutes before arrival for a safety check, schedule check, and test of the microphone and speakers.

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.