Sports clinic checklist: organise every detail

A sports clinic needs more than a timetable and a box of balls. You need a confirmed venue, coaches, registrations, participant information, safe activity stations and a workable backup if the weather changes. This checklist helps you organise those details in sequence, from booking the location to setting up the registration desk and testing the timer. It also covers practical items people often arrange too late, such as dietary requirements, spare equipment, route signs, drinking water and first aid supplies.

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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
Prepare the sports schedule
2 people
Confirm coaches and supervisors
2 people
Make reservations
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Send information to participants
Check the weather forecast
Confirm alternative indoor space
Check sports equipment
2 people
Do the shopping
2 people
Sort sports equipment
2 people
Assemble participant packs
2 people
Prepare route signs
Test the music and timer

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up party tents
4 people
Set up sports fields
3 people
Set up sports stations
4 people
Set up registration desk
2 people
Chill drinks
2 people
Set out lunch and snacks
2 people
Conduct a safety check
2 people
Welcome trainers
Register participants
3 people
Serve welcome drinks
2 people
Give the opening and safety briefing
2 people
Lead the warm-up
3 people
Lead the sports clinic round
6 people
Refill the water stations
2 people
Serve snack breaks
2 people
Rotate sports clinic round
6 people
Guide participants to the closing
3 people
Guide the closing sports activity
4 people
Set up the dinner buffet
3 people
Serve dinner buffet
4 people
Refill drinks
2 people
Guide the thank-you moment
2 people
Check out participants
2 people

Aftercare

Gather sports equipment
4 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
4 people
Store materials safely
2 people
Register lost and found items
Return rental items
2 people
Send participant photos and a thank-you message

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 60
Tableclothsqty 8
Waste binsqty 6

Sports equipment

Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Foam ballsqty 12
Conesqty 40
Marker discsqty 30
Vestsqty 40
Mini hurdlesqty 12
Agility laddersqty 4
Skipping ropesqty 20
Gym matsqty 20
Elastic bandsqty 20
Pumpqty 2
Spare ballsqty 6
First aid kit
Cold packsqty 6
Drinking water dispensersqty 3
Participant Wristbandsqty 80
Towelsqty 20

Equipment

Stopwatchesqty 6
Whistlesqty 8
Portable speaker
Music phone
Extension cordsqty 3
Power stripsqty 3
Megaphone
Clipboardsqty 6
Pensqty 30
Rechargeable power banksqty 4

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee potsqty 4
Teapotsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Scissorsqty 4
Coolersqty 4
Thermos flasksqty 4

Catering

Groceries

Decorations

Start and finish ribbonqty 2
Directional signsqty 12
Directional signsqty 8
Name stickersqty 80
Markersqty 12
Program boardsqty 4

Lighting

LED lampsqty 8
Extendable string lightsqty 4

Cleaning

Broomqty 2
Litter pickersqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Tips

Set the date, location and indoor backup before sending invitations. Participants need clear information about where to go, and an alternative space is especially useful when outdoor stations or tents depend on the forecast.
Build the schedule around the number of participants and coaches, then assign groups to stations. Allow time for moving between activities, explaining rules and collecting equipment rather than filling every minute with drills.
Close registration early enough to update the participant list, collect dietary requirements and assemble participant packs. Sending the final information a few days before the clinic gives people time to prepare and reduces questions on the day.
Test the portable speaker, music phone, timer and megaphone before participants arrive. Check extension cords and power strips as well, and keep the first aid kit, cold packs and drinking water where supervisors can reach them quickly.
Count equipment by station, not only by type. Include spare balls, pumps, cones, marker discs and extra vests, and check that surfaces, mini hurdles, agility ladders, skipping ropes and gym mats are safe before opening the venue.

Frequently asked questions

How far in advance should I organise a sports clinic?: Confirm the date, venue, coaches and reservations at least 6 to 8 weeks ahead. Open registration early enough to process responses and send final participant information several days before the clinic.
How many coaches do I need for a sports clinic?: Plan the number of coaches around your group size, the number of stations and the level of supervision required. As a practical starting point, assign at least one responsible supervisor to each active station and add someone to manage registration or first aid coverage.
What should I do if the sports clinic is outdoors and it rains?: Check the forecast 48 hours before the event and confirm an indoor alternative before that point. Tell participants about the weather plan in the final information message so the decision does not have to be made at the last minute.
How much water do I need for a sports clinic?: Provide drinking water throughout the clinic, not only at registration. As a planning baseline, allow around 0.5 to 1 litre per participant for a half-day session, then add extra on hot days and make sure reusable cups or dispensers are available.

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.