Six-Event Staff Party Checklist

A six-event staff party needs more than six activities and a food order. You need clear rules, balanced teams, a running schedule and a separate set of materials for each section. This checklist takes you from confirming the date and venue through registration, catering, weather checks and site setup. It also covers details that are often left too late, such as dietary requirements, waterproof scoreboards, filled coolers and communicating team assignments before people arrive.

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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 six-event disciplines
3 people
Write out the competition rules
2 people
Determine team composition
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Book catering
2 people
Reserve materials
2 people
Create the match schedule
2 people
Prepare score sheets
Communicating team assignments
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Fill coolers
2 people
Prepare snacks
3 people
Set out prizes and medals
Inspect the site
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the course
4 people
Prepare game materials by section
4 people
Set up the scoring table
2 people
Connect the sound system
2 people
Test the music
Chill drinks
3 people
Set up the buffet and bar
3 people
Arrange snacks on platters
2 people
Hand out team colors and bibs
2 people
Clear the safety route
2 people

Event

Receive participants
4 people
Register attendance
2 people
Serve welcome drinks
3 people
Give game instructions
2 people
Guide teams to their starting points
6 people
Guide round 1 of the six-event competition
6 people
Guide round 2 of the team challenge
6 people
Guide six-event round 3
6 people
Refill drinks
2 people
Refill snacks
2 people
Guide round 4 of the Six-event competition
6 people
Guide round 5 of the Six-Event Challenge
6 people
Guide round 6 of the six-event competition
6 people
Check scores
2 people
Open the buffet
3 people
Serve buffet dishes
4 people
Refill drinks
2 people
Collect tableware and waste
2 people
Announce the winners
2 people
Present prizes
2 people
Serve the last round of snacks
2 people

Aftercare

Collect game materials
4 people
Dismantle the buffet and bar
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
4 people
Turn off the sound system
2 people
Return materials
2 people
Remove empty packaging
Store leftover food
2 people
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar mat

Sports equipment

Conesqty 40
Marking linesqty 12
Relay batonsqty 6
Tug of war rope
Water tubsqty 6
Spongesqty 30
Bucketsqty 12
Plastic cups for the gameqty 60
Ballsqty 12
Hoopsqty 12
Blindfoldsqty 6
Cratesqty 12
Tarp sheetsqty 6
Team bibsqty 60
Stopwatchesqty 6
Whistlesqty 6
Waterproof scoreboardsqty 6
Plastic tarpqty 2
Rubber matsqty 6

Tableware

Reusable drinking glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Decorations

Team flagsqty 6
Start and finish ribbonqty 2
Tableclothsqty 8
Wayfinding signsqty 8
Prizesqty 6
Medalsqty 60

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Buckets for cleaningqty 2

Catering

Groceries

Tips

Set the six disciplines before sending invitations, then write the rules in plain language. Include scoring, time limits, safety boundaries and what happens if a team misses its start time.
Close registrations early enough to form teams and create the match schedule. Share team assignments before the event so participants know where to report instead of sorting teams at the first whistle.
Prepare one labelled equipment set for each game section. Count items such as relay batons, cones, balls, hoops, blindfolds and stopwatches during collection, not while teams are waiting.
Plan food and drinks against the programme, not just the headcount. Confirm dietary requirements before booking catering, and fill the coolers and prepare snacks before setup begins.
Use the weather forecast to decide where tents, tables, chairs and waterproof scoreboards will go. Inspect the site before building the course, then test markings, mats and water-game areas for safe access.

Frequently asked questions

How far in advance should I organise a six-event staff party?: Start at least 6 to 8 weeks ahead so you can confirm the date and location, define the disciplines, invite staff and process registrations. Finalise team assignments and the match schedule at least 3 to 5 days before the event.
How do I organise teams for a six-event staff party?: Set the team composition before invitations are sent, then use the registration list to balance numbers and abilities. Send the final team assignments at least 48 hours before the party and keep one updated copy for the organisers.
When should I prepare the equipment for six events?: Collect and count the materials 1 to 2 days before the party, separating them by game section. Put out the course equipment, score sheets, stopwatches and team bibs during setup, with a final check at least 30 minutes before the first event.
How much food and drink do I need for a staff sports party?: Base catering on the confirmed participant list, including dietary requirements, and schedule food around the competition rather than leaving it all until the end. Fill coolers and prepare snacks before participants arrive; keep an extra 10% of drinks and serving supplies available for delays or spills.

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.