Sports Day Checklist: What to Arrange and When

A sports day needs more than a list of games. You need a confirmed venue, a workable schedule, balanced teams, enough equipment and a clear plan for food, weather and scoring. This checklist takes you from the first date and location decisions through registrations, team assignments and the final setup. Use it to spot the jobs that are often left too late, such as publishing team lists, checking phone numbers and moving tents and equipment to the venue.

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

Confirm date and location
Prepare the sports schedule
2 people
Determine number of participants
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign teams
2 people
Create the match schedule
2 people
Write out the game rules
2 people
Confirm reservations
Check the weather forecast
Send participant information
Publish team assignments
Check sports equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Sort team vests
Set out prizes
Print the run sheet
Check phone numbers
Prepare a weather plan
2 people
Inspect the site
2 people
Bring materials to the venue
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up sports fields
4 people
Set out competition equipment
3 people
Set up the reception desk
2 people
Prepare registration lists
Test sound system
2 people
Test the music playlist
Set out first aid kit
Set up drink points
3 people
Set up the buffet
4 people
Hang decorations
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out team vests
2 people
Opening and introduction
2 people
Guide sports activities
8 people
Record scores
3 people
Check water stations
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Provide music
Swap out sports equipment
3 people
Announce breaks
Open the dinner buffet
4 people
Refill the dinner buffet
3 people
Restock plates and cutlery
2 people
Assist with the finals
5 people
Check final scores
2 people
Present prizes
2 people
Announce the closing
Check out participants
2 people
Store leftovers refrigerated
2 people

Aftercare

Gather sports equipment
4 people
Take down tables and chairs
4 people
Take down tents
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the grounds
4 people
Store materials dry
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
Empty coolers
2 people
Return venue keys

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Beer tablesqty 6
Waste binsqty 8

Sports equipment

Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Handballsqty 6
Tennis ballsqty 30
Tennis racketsqty 12
Hockey sticksqty 16
Floorball ballsqty 30
Relay batonsqty 12
Skipping ropesqty 12
Hoopsqty 12
Conesqty 40
Marker discsqty 40
Red vestsqty 12
Blue vestsqty 12
Yellow vestsqty 12
Green vestsqty 12
Competition whistlesqty 8
Stopwatchesqty 6
Measuring tapeqty 2
Jump matsqty 4
Balance beamsqty 2
Mini goalsqty 4
Volleyball net
Basketball hoop standqty 2
Scoreboardsqty 6
Bib numbersqty 100
Medal ribbonsqty 12

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving spoonsqty 8
Serving jugsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 24

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6

Safety

First aid kitsqty 2
Warning tapeqty 2
Flashlightsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Team flagsqty 8
Directional signsqty 12
Chalkboardsqty 6
Markersqty 12
Duct tapeqty 6

Administration

Registration formsqty 120
Score sheetsqty 80
Pensqty 30
Clipboardsqty 12
Prizesqty 12

Catering

Groceries

Tips

Confirm the venue and date before sending invitations, then check what the site provides. Count the available tables, chairs, waste bins and playing areas at least two weeks before the event.
Close registrations early enough to build teams and a match schedule. Aim to publish team assignments and participant information at least 3 days before sports day, including dietary requirements and contact details.
Allow 15–20 minutes between activity blocks if teams need to move between football, basketball, volleyball or relay stations. Print one run sheet for organisers and keep a second copy at the main table.
Check every ball, racket, stick, net, whistle and stopwatch 2–3 days beforehand. Pack cones, marker discs, team vests and spare materials together so setup does not depend on finding items at the venue.
Prepare the weather decision in advance: check the forecast 48 hours before and again on the morning itself. Set up tents, move food and drinks under cover, and tell participants by a stated time if the programme changes.

Frequently asked questions

How far in advance should I plan a sports day?: Start 4–6 weeks ahead if you need a venue, registrations and several activities. Finalise teams, rules and the match schedule at least 3 days before the event.
How many sports should a sports day include?: For a half-day programme, plan 3–5 activities and allow 15–20 minutes per station, plus changeover time. Fewer activities usually work better than rushing through a long schedule.
When should I send sports day invitations?: Send invitations 3–4 weeks before the event and set the registration deadline 7–10 days before it. That leaves enough time to collect dietary requirements and assign balanced teams.
What should I do if it rains on sports day?: Make the weather decision 24–48 hours before the start and define a morning-of cutoff time for changes. Arrange tents or an alternative covered area, protect food and equipment, and send one clear update to every participant.

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.