Sports clinic planning checklist

A sports clinic needs more than a venue and a few balls. You will need to confirm trainers, build a workable programme, group participants, check medical and dietary information, and prepare each sports station before people arrive. This checklist covers the full run-up, from booking the venue and opening registrations to printing name badges, setting up fields and serving food. Use it to keep admin, equipment, catering and safety on schedule.

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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

Reserve the sports venue
Finalize trainers
Develop the clinic program
2 people
Send invitations
Process registrations
Collect dietary requirements
Collect medical considerations
Assign participant groups
2 people
Prepare the coaches' briefing
Check sports equipment
2 people
Order supplies
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare sports stations
3 people
Print participant list
Prepare name badges
2 people
Prepare catering
3 people
Prepare sandwiches and wraps
3 people
Reheat soup
2 people
Set up tables and chairs
4 people
Set up the reception area
2 people
Set up sports fields
4 people
Test sound equipment
2 people
Prepare safety equipment
2 people
Place information signs
2 people

Event

Receive participants
4 people
Hand out name badges
2 people
Give the opening briefing
3 people
Lead the group warm-up
4 people
Lead the first clinic round
6 people
Serve water and fruit
3 people
Guide the second clinic round
6 people
Refill drinks
2 people
Swap out sports equipment
3 people
Set up the buffet
4 people
Serve the buffet
4 people
Clear away dishes and tables
3 people
Lead the evening clinic
6 people
Serve evening snacks
2 people
Guide the cool-down
3 people
Give closing remarks and thanks
2 people
Check out participants
2 people

Aftercare

Gather sports equipment
4 people
Take down tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
4 people
Check stock and damage
2 people
Return rented materials
2 people
Distribute leftover food
2 people
Clean sports equipment
3 people
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 6
Coat racksqty 2

Sports equipment

Exercise matsqty 30
Footballsqty 12
Basketballsqty 10
Volleyballsqty 10
Conesqty 40
Vestsqty 60
Agility laddersqty 6
Low hurdlesqty 12
Resistance bandsqty 30
Skipping ropesqty 20
Whistlesqty 8
Stopwatchesqty 6
Portable goalsqty 4

Equipment

Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Catering

Coolersqty 4
Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 8
Groceries

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Food tongsqty 6

Safety

First aid kitsqty 2
Instant cold packsqty 12
Sunscreenqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop headsqty 2
Bucketsqty 3

Tips

Book the sports venue and confirm the trainers before publishing invitations. You need the confirmed timetable, available spaces and coach numbers to set realistic participant limits.
Close registrations early enough to assign groups and review medical considerations. A final participant list and group plan should be ready before you print badges or prepare the coaches’ briefing.
Check every sports station against the programme, including exercise mats, cones, vests, balls, agility ladders and portable goals. Test stopwatches, whistles and any resistance equipment before setup day.
Plan the catering around the clinic timetable rather than leaving it until the last hour. Chill drinks in coolers, prepare sandwiches and wraps, and allow time to reheat soup and fill water jugs.
Set up and test the reception area, tables, chairs, sound equipment and power connections before participants arrive. Keep safety equipment accessible and use the final check to catch missing cables, cups or serving items.

Frequently asked questions

How far in advance should I organise a sports clinic?: Start booking the venue and trainers at least 6–8 weeks ahead. Open registrations once the programme, participant limit and basic timetable are confirmed.
When should sports clinic registrations close?: Close registrations 5–7 days before the clinic so you can assign groups, review dietary and medical information, and print the participant list and name badges.
How much sports equipment do I need for a clinic?: Plan equipment by station and group size rather than by total attendance. As a starting point, prepare one clearly marked station per group and check the full set 1–2 days before the event.
What should I prepare on the morning of a sports clinic?: Allow at least 2 hours for setup. Put out tables and chairs, prepare reception, arrange sports fields and stations, test the speaker and microphone, chill drinks, and complete the safety check before registration opens.

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