Sports clinic checklist: what to arrange and when

A sports clinic needs more than a programme and a few coaches. You need the venue, changing rooms, registrations, training groups, equipment and safety checks ready before participants arrive. This checklist covers the practical sequence, from invitations and dietary requirements to setting up fields, sound equipment and the reception desk. Use it to spot the details that are often left until the last minute, such as charged devices, chilled drinks, first aid supplies and weather-related changes.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Reserve the sports venue
Reserve changing rooms
Develop the sports program
2 people
Divide the training groups
2 people
Confirm coaches
Create a music playlist
Check the weather forecast
Do the shopping
2 people
Check sports equipment
2 people
Print participant information
Check the first aid kit
Set up tables and chairs
3 people
Set up sports fields
4 people
Prepare sports equipment
3 people
Connect sound equipment
2 people
Set up the reception desk
2 people
Chill drinks
2 people
Prepare food
3 people

Event

Receive participants
3 people
Register attendance
2 people
Give safety instructions
2 people
Lead the warm-up
4 people
Lead clinics
6 people
Refill drinks
2 people
Swap out sports equipment
2 people
Supervise breaks
3 people
Handle injuries
Serve snacks
3 people
Set up the evening meal
3 people
Serve dinner
4 people
Support the evening program
4 people
Hand out prizes and certificates
2 people
See participants off
2 people

Aftercare

Gather sports equipment
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Disconnect sound equipment
2 people
Clear the sports fields
3 people
Pack leftover food
2 people
Return borrowed items
2 people
Sort lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Party tentsqty 2
Changing matsqty 6

Sports equipment

Conesqty 40
Marker discsqty 40
Sports ballsqty 20
Footballsqty 10
Basketballsqty 8
Volleyballsqty 8
Fitness matsqty 25
Resistance bandsqty 25
Skipping ropesqty 20
Training bibsqty 40
Mini goalsqty 4
Agility laddersqty 4
Crash matsqty 6
Whistlesqty 6
Stopwatchesqty 6
Measuring tapesqty 2
Pump with needlesqty 2
First aid kitsqty 2
Ice packsqty 8

Equipment

Portable speakersqty 2
Microphone
Power stripsqty 4
Extension cordsqty 4
Charging stationsqty 2

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4

Kitchen

Coolersqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef and serving knivesqty 6
Serving tongsqty 6
Storage binsqty 12
Coffee machinesqty 2

Decorations

Registration board
Directional signsqty 12
Name stickersqty 60
Markersqty 12
Certificatesqty 50

Cleaning

Cleaning bucketsqty 3
Broom and dustpanqty 2
Mopsqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the clinic. Use the final participant list to divide training groups, prepare printed information and collect dietary requirements before shopping.
Confirm the venue, changing rooms and coaches at least 2 weeks ahead. Ask when you can access the sports fields, because setting up tables, chairs, tents and equipment takes longer than the programme itself.
Check every equipment category 2–3 days before the clinic: balls, cones, bibs, mats, ladders, whistles, stopwatches and pump needles. Test the portable speakers, microphone, extension cords and power strips at the same time.
Prepare a clear arrival point with the participant list, printed information and attendance process. Plan to receive participants 30 minutes before the first activity so late arrivals do not delay the safety briefing.
Check the weather forecast 24 hours before the clinic and again on the morning itself. Keep party tents, changing mats, water, ice packs and the first aid kits accessible rather than packed away in a vehicle or storage room.

Frequently asked questions

How far in advance should I organise a sports clinic?: Start venue and coach bookings at least 4–6 weeks ahead, especially if the clinic needs several fields or changing rooms. Send invitations once the date, location and programme outline are confirmed.
When should sports clinic registrations close?: Close registrations about 7 days before the event. That gives you time to process registrations, collect dietary requirements, create groups and print participant information.
How early should I arrive to set up a sports clinic?: Allow at least 90 minutes before participants arrive for fields, tables, chairs, reception, sound equipment and sports equipment. Add more time if the venue has multiple activity areas or limited access points.
What equipment do I need for a sports clinic?: Plan equipment by activity, including balls, cones, marker discs, bibs, mats, ladders, whistles and stopwatches. Also check safety items such as first aid kits and ice packs, plus power strips, extension cords and charging stations for equipment that needs power.

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.