Sports day checklist: what to arrange and when

A sports day runs smoothly when the programme, venue and people are organised before you start sorting equipment. This checklist takes you from choosing the date and sports through registrations, team assignments and volunteer instructions to the final setup. It also covers details that are easy to miss, such as dietary requirements, printed score sheets, chilled drinks and an indoor backup programme. Work through the tasks in order, then use the event-day checks to keep each match moving.

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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

Set the date and program
2 people
Reserve the sports venue
Set up the sports fields
2 people
Choose sports components
3 people
Draw up the match schedule
2 people
Send invitations
2 people
Open the registration form
Recruit volunteers
2 people
Assign game hosts
2 people
Process registrations
2 people
Collect dietary requirements
Create team assignments
3 people
Confirm participants
2 people
Send volunteer instructions
Order prizes and medals
Check the weather forecast
Prepare an indoor backup program
3 people
Check the shopping list
2 people
Check sports equipment
2 people
Collect prizes and medals
Do the shopping
2 people
Collect drinks and chilled products
2 people
Sort team vests
2 people
Print match cards
Print score sheets
Make route and site signs
2 people
Fill coolers
2 people
Inspect the site
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up the catering table
3 people
Set up sports fields
4 people
Set up sports stations
6 people
Place scoreboards
2 people
Test sound system
2 people
Prepare safety equipment
2 people
Welcome volunteers
2 people
Instruct game leaders
3 people

Event

Register participants
3 people
Hand out team vests
2 people
Explain the game rules
2 people
Lead the warm-up
3 people
Supervise the football event
3 people
Lead the volleyball event
3 people
Supervise the relay event
3 people
Guide the dodgeball event
3 people
Oversee the basketball event
3 people
Supervise the obstacle course event
3 people
Collect scores
2 people
Refill the water stations
2 people
Refill drinks
2 people
Hand out fruit and snacks
3 people
Set out snacks
2 people
Serve snacks
3 people
Serve special meals separately
2 people
Announce interim standings
Assist with the finals
4 people
Check final standings
2 people
Present prizes and medals
3 people
Collect lost and found items

Aftercare

Collect sports equipment
4 people
Collect team vests
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes and supplies
3 people
Leave the sports fields clean
3 people
Clean the catering table
2 people
Turn off the sound equipment
Return venue keys
Return borrowed equipment
2 people
Clean coolers
2 people
Process leftover food
2 people
Share photos with participants
Return lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Tableclothsqty 10

Sports equipment

Footballsqty 8
Volleyballsqty 6
Basketballsqty 6
Dodgeballsqty 8
Tennis ballsqty 20
Relay batonsqty 8
Conesqty 40
Marker discsqty 40
Hoopsqty 12
Skipping ropesqty 12
Obstaclesqty 8
Mini Soccer Goalsqty 4
Volleyball netsqty 2
Basketball hoopsqty 2
Field marking tapeqty 8
Team bibsqty 80
Whistlesqty 12
Stopwatchesqty 8
Scoreboardsqty 8
Medal ribbonsqty 30

Equipment

Megaphonesqty 2
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4
Handheld microphone

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Decorations

Start and finish bannersqty 2
Directional signsqty 12
Team flagsqty 12
Table numbersqty 12
Balloonsqty 100
Balloon weightsqty 8
Barrier tapeqty 4
Cable tiesqty 100

Cleaning

Waste binsqty 10
Litter pickersqty 3
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Ice packsqty 8
Emergency blanketsqty 4
Flashlightsqty 4

Catering

Groceries

Tips

Set the programme before opening registration. List each sport, match length, break and transition time so you can build a realistic schedule instead of squeezing extra games into the day.
Recruit volunteers before confirming teams, then assign one game host to each playing area. Give them the match schedule, rules, score sheets and a clear reporting point at least 3 days before the event.
Count equipment by playing area, not just by sport. Check balls, nets, cones, bibs, whistles, stopwatches and scoreboards together, and test any megaphone, speaker, extension cord or power strip before setup.
Prepare printed team lists, match cards and score sheets before event day. Keep spare copies in a waterproof folder; wet or missing paperwork can delay the next round by 10 minutes or more.
Check the forecast 48 hours before the sports day and decide when to activate the indoor plan. Arrange the tents, tables, chairs, coolers and drinks so registration, scoring and refreshments do not block the playing areas.

Frequently asked questions

How far in advance should I organise a sports day?: Reserve the sports venue and set the programme at least 8 weeks ahead. Open registration once the sports and timetable are fixed, then confirm participants and teams about 1 week before the event.
How many volunteers do I need for a sports day?: Plan for at least 1 game host per active playing area, plus 2 people for registration, scoring and general coordination. Add 1 extra volunteer for every 20 to 25 participants if equipment or refreshments need frequent attention.
When should I check the weather for a sports day?: Check the forecast 48 hours before the event and again on the morning itself. Make the indoor backup decision early enough to notify participants and move equipment, tables and signage without rushing.
What should I prepare the day before a sports day?: Finish team assignments, print the match cards and score sheets, sort the team bibs, and check every item on the equipment and shopping lists. Chill drinks and collect prizes and medals no later than the day before, unless storage requires a same-day pickup.

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.