School sports day checklist

A school sports day needs more than a list of races and a few footballs. You need a clear schedule, enough supervisors, marked-out fields, first aid cover and a plan for changing weather. Start with the date, location and sporting events, then work through registrations, teams, equipment, catering and signage. This checklist helps you keep the planning in order and catch details that are often left until the final week.

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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

Confirm date and location
2 people
Determine sporting events
3 people
Inventory participant numbers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Divide teams and groups
3 people
Draw up the match schedule
3 people
Reserve sports fields
Reserve sound equipment
Place catering order
2 people
Assign volunteers
2 people
Brief the referees
2 people
Arrange first aid contact
Check the weather forecast
Print participant list
Print match cards
Make route and field signs
2 people
Check medals and prizes
2 people
Gather sports equipment
3 people
Pick up catering
2 people
Fill coolers
2 people
Prepare participant information
2 people
Inspect the site
3 people
Set up sports fields
5 people
Set up tables and chairs
4 people
Set up party tents
4 people
Connect the sound system
2 people
Set out sports equipment by event
4 people
Set up registration desk
2 people
Set up the first aid station
2 people
Set up the catering buffet
4 people
Chill drinks
2 people
Prepare lunch packs
4 people
Test music and microphone
2 people
Register volunteers
2 people
Give volunteer briefing
3 people

Event

Register participants
4 people
Hand out team colors
3 people
Give the opening and safety briefing
2 people
Lead the warm-up
3 people
Supervise relays
6 people
Supervise the football matches
6 people
Lead volleyball matches
4 people
Supervise athletics events
6 people
Record scores
3 people
Hand out water
3 people
Move sports equipment
3 people
Assist with the finals
6 people
Refill drinks
2 people
Hand out fruit and snacks
3 people
Serve lunch buffet
5 people
Restock the buffet
3 people
Collect litter around the grounds
3 people
Supervise Free Sports Activities
5 people
Provide music
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Announce the closing
Ensure participants leave safely
4 people

Aftercare

Gather sports equipment
4 people
Turn off the sound system
2 people
Clean up catering
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Empty waste containers
3 people
Clean the grounds
5 people
Store materials dry and complete
3 people
Return borrowed materials
2 people
Store leftover catering
2 people
Wash dishes
3 people
Clean coolers
2 people
Restock first aid supplies
Collect lost and found items
Share photos and results
2 people
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Beer table setsqty 6
Registration desk
Waste binsqty 8

Sports equipment

Footballsqty 12
Volleyballqty 8
Basketballsqty 8
Handballsqty 8
Tennis ballsqty 30
Relay batonsqty 12
Conesqty 60
Marker conesqty 100
Skipping ropesqty 20
Hoopsqty 20
Hurdlesqty 12
Matsqty 10
Starting blocksqty 8
Measuring tapesqty 4
Stopwatchesqty 8
Whistlesqty 12
Team bibsqty 120
Scoreboardsqty 8
Korfball postsqty 2
Football goalsqty 4
Volleyball netsqty 2
Basketball standsqty 2
Water jerry cansqty 8
Disposable cupsqty 250

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 8
Megaphonesqty 2

Tableware

Reusable platesqty 220
Reusable cutleryqty 220
Reusable cupsqty 250
Coffee potsqty 6
Serving spoonsqty 12

Decorations

Team flagsqty 12
Ribbonsqty 12
Balloonsqty 100
Ground signsqty 20
Directional signsqty 12

Catering

Groceries
Thermos flasksqty 8
Water dispensersqty 4
Drink cratesqty 12
Medalsqty 36
Winner's cupsqty 12
Sports prizesqty 12
Name stickersqty 250
Pensqty 30
Permanent markersqty 12
Score sheetsqty 200
Clipboardsqty 20
Wristbandsqty 250
Bandage kitsqty 4
Disposable cooling packsqty 20
Emergency blanketsqty 6
Sunscreenqty 8
Rain ponchosqty 30
Umbrellasqty 10
Cable tiesqty 100
Duct tapeqty 6
Barrier tapeqty 6
Ropeqty 4
Cratesqty 20
Towelsqty 12
Storage boxesqty 12
Transport cartqty 2

Cleaning

Broomqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Disinfectant sprayqty 4
Hand broomsqty 4

Lighting

LED light stringsqty 6
Battery lampsqty 8

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 12
Serving plattersqty 20
Coolers for dietary mealsqty 2

Tips

Set the event programme before dividing teams. Once you know which football, volleyball, basketball, relay or athletics activities will run, you can estimate field space, referees, stopwatches, scoreboards and equipment quantities.
Close registrations early enough to create balanced teams and a printed participant list. Collect dietary requirements at the same time so the catering order is based on confirmed numbers rather than guesses.
Assign each field or activity to a named volunteer and brief referees before the day. Give them the match schedule, rules, scorekeeping method and a clear way to report delays or injuries.
Prepare the site layout before setup morning. Mark entrances, registration, toilets, first aid, waiting areas and each field with signs, and place cones, nets, goals, posts and starting equipment where the correct group will find them.
Check the forecast several times during the final 48 hours, not just once. Have party tents, water jerry cans, disposable cups and a communication plan ready, and inspect the fields before participants arrive.

Frequently asked questions

How far in advance should I plan a school sports day?: Confirm the date, location and sporting programme at least 8 weeks ahead. Aim to close registrations and assign teams 1 to 2 weeks before the event, leaving time to print lists and match cards.
How many volunteers are needed for a school sports day?: Plan for at least 1 named adult per activity area, plus registration, first aid, catering and a floating coordinator. For 6 activity areas, that usually means a minimum of 10 to 12 adults once general support is included.
What equipment is needed for a school sports day?: Match the equipment to the programme, then add practical control items such as cones, marker cones, whistles, stopwatches, measuring tapes, team bibs and scoreboards. Prepare roughly 10% spare balls and cups where possible, because these are easily lost or damaged.
When should I set up the sports fields?: Inspect the site and set up fields at least 2 hours before participants arrive. Put out goals, nets, posts, starting blocks, hurdles and signs first, then test each activity area and keep a final 30-minute buffer for corrections.

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.