Sports day checklist: what to arrange and when

A sports day runs smoothly when the programme, people and equipment are organised before participants arrive. Start by fixing the date, venue, participant limit and sports programme, then work through registration, teams, fixtures and staffing. In the final week, check every ball, net, whistle and score sheet, confirm dietary requirements and prepare for bad weather. This checklist gives you a practical order for handling all 74 tasks and 66 items in the plan.

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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
Set the Sports Program
3 people
Set the participant limit
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assemble teams
3 people
Publish team assignments
Create the match schedule
2 people
Write out the game rules
2 people
Book the sports fields
Make locker room reservations
Arrange waste collection booking
Assign referees
2 people
Record emergency contact
Check the weather forecast
Prepare the backup rain program
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check sports equipment
2 people
Collect prizes and medals
Print participant list
Print match forms
Prepare the volunteers briefing
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Set out coffee and tea
2 people
Inspect the site
2 people
Set up sports fields
4 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the registration table
2 people
Set up the catering table
3 people
Test music and speakers
2 people
Test PA microphone
Prepare sports equipment per field
4 people
Set up score tables
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register attendance
2 people
Explaining the opening program
2 people
Lead the warm-up
2 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
Track score sheets
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Check water stations
2 people
Serve coffee and tea
2 people
Serve sandwiches and snacks
3 people
Empty trash bins
2 people
Announce breaks
Assist with the finals
4 people
Check final standings
2 people
Announce the winners
2 people
Present prizes and medals
3 people
Announce Farewell and Departure Time

Aftercare

Gather sports equipment
4 people
Clear the sports fields
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Pack leftover food
2 people
Wash dishes and cups
3 people
Sort and dispose of waste
3 people
Clean the grounds
4 people
Check changing rooms
2 people
Return borrowed materials
2 people
Clean coolers
2 people
Archive contest forms
Collect lost items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Registration desk
Score tablesqty 4
Changing room benchesqty 8

Sports equipment

Footballsqty 6
Volleyballsqty 6
Dodgeballsqty 8
Relay batonsqty 8
Conesqty 40
Marker conesqty 50
Track markersqty 4
Training bibsqty 40
Volleyball netsqty 2
Football goalsqty 4
Dodgeball courtsqty 2
Skipping ropesqty 10
Hoopsqty 12
Exercise matsqty 8
Starting whistlesqty 6
Stopwatchesqty 6
Scoreboardsqty 4
Barrier tapeqty 4
Spare ball pumpqty 2
Ball needlesqty 10
Competition whistlesqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 4

Equipment

Coolersqty 6
Ice packsqty 24
Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread basketsqty 4
Tongs and serving spoonsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Team flagsqty 8
Bannersqty 6
Buntingqty 8
Directional signsqty 12
Program postersqty 8
Tableclothsqty 8

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broom setsqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the participant limit before sending invitations. It determines how many teams, referees, changing-room places, bibs and match slots you need, so do not publish the invitation until the venue capacity is confirmed.
Finish registrations before assembling teams and creating the match schedule. Publish team assignments only after you have checked dietary requirements, emergency contacts and any late withdrawals.
Book the sports fields and changing rooms early, then confirm access times and waste collection. Allow at least 60 minutes before the first match for unloading tents, tables, scoreboards, nets and equipment.
Prepare one printed participant list, match forms and a volunteer briefing for each working area. Give referees and scorekeepers the rules, whistle arrangements and scoring method before play begins.
Check the weather forecast 48 hours before the event and activate the rain programme if needed. Keep tents, barrier tape, spare ball-pump equipment and dry storage ready rather than trying to source them on the morning.

Frequently asked questions

How far in advance should I organise a sports day?: Fix the date and location at least 8 weeks ahead, especially if you need sports fields, changing rooms or several volunteers. Send invitations once the programme and participant limit are settled, ideally 4 to 6 weeks before the day.
How many sports day volunteers do I need?: Plan for at least one organiser, one registration volunteer, one referee or activity leader per active area, and one scorekeeper per match area. For a programme with four simultaneous areas, that usually means 10 to 12 people once setup, refreshments and first-aid cover are included.
When should I make the sports day teams and schedule?: Close registrations 7 to 10 days before the event, then assemble teams and create the match schedule within 2 days. Publish team assignments and rules no later than 3 days before the sports day.
What should I do if it rains on sports day?: Check the forecast 48 hours beforehand and decide when the backup programme will apply. Keep indoor or covered activities, participant communication and venue access ready so you can notify everyone at least 24 hours before the start.

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.