Sports day checklist: what to arrange and when

A sports day needs more than a list of games. You have to lock in the venue, programme, teams, volunteers and equipment early enough for everyone to know where to be. This checklist covers the practical sequence, from setting the date and taking registrations to printing score sheets and preparing the site. It also helps you catch common late jobs, such as checking dietary requirements, confirming the bad-weather plan and collecting spare balls.

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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
Confirm the sports venue
Check permits and notifications
Set budget and number of participants
2 people
Choose sports components
3 people
Write out the competition rules
2 people
Approach volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Prepare team assignments
2 people
Create the volunteer schedule
2 people
Reserve sports equipment
Reserve tables and chairs
Arrange cooling facilities
Monitor the weather forecast
Check the bad weather plan
2 people
Create final participant list
Communicate teams and times
Collect prizes and medals
Check the shopping list
2 people
Do the shopping
2 people
Collect sports equipment
2 people
Sort materials
2 people
Print team cards and score sheets
Check route to venue
Fill coolers
2 people
Prepare fruit and bread
3 people
Check first aid kit
Open venue
2 people
Check the venue for safety
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up sports fields
4 people
Prepare sports equipment
3 people
Set up the registration table
2 people
Set up the catering table
3 people
Test music and microphone
2 people
Set up the scoring table
2 people
Brief volunteers
3 people

Event

Receive participants
3 people
Register teams
2 people
Explain the program and rules
2 people
Lead the warm-up
2 people
Assist the relay
4 people
Supervise the football matches
4 people
Supervise korfball matches
4 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Process scores
2 people
Treat injuries
2 people
Lead tug-of-war
3 people
Serve break and lunch
4 people
Swap game materials
3 people
Assist with the finals
4 people
Check scores
2 people
Handle prize ceremony
3 people
Support the evening program
3 people
Close catering
2 people
Collect the final round of trash
2 people
See participants off
2 people

Aftercare

Gather sports equipment
4 people
Dismantle sports fields
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Sort and remove waste
3 people
Wash tableware and equipment
3 people
Clean the grounds
4 people
Collect lost and found items
2 people
Lock up the venue
2 people
Return borrowed equipment
2 people
Distribute leftover food
2 people
Clean coolers
2 people
Clear away decorations and signage
2 people
Share photos with participants
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Registration desk
Score table
Clothes racksqty 2

Sports equipment

Footballsqty 6
Korfballsqty 4
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 30
Conesqty 40
Vestsqty 60
Relay batonsqty 12
Skipping ropesqty 12
Hoopsqty 12
Tug of war rope
Sports netsqty 2
Goal postsqty 4
Korfball postsqty 2
Basketball hoop
Whistlesqty 8
Stopwatchesqty 4
Measuring tape
Pumpqty 2
Spare ballsqty 4
Start and finish ribbonqty 2
Water cups for playersqty 100

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Serving jugsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Bottle openersqty 3

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Rechargeable work lightsqty 4

Decorations

Buntingqty 6
Team flagsqty 12
Wayfinding signsqty 8
Markersqty 12
Tapeqty 6
Cable tiesqty 100
Prizesqty 12
Medalsqty 20

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12
First aid bag

Catering

Groceries

Tips

Set the programme before inviting people. Decide which sports will run, how long each round lasts and when breaks happen, then use that information for registrations and team assignments.
Give volunteers their schedule at least 7 days before the event. Include arrival time, assigned area, equipment responsibilities and who handles registration or scores.
Count equipment by activity, not just by sport. For each station, check balls, cones, bibs, whistles, stopwatches, nets and any posts or hoops, then add spare balls and a pump.
Finish registrations before making team cards. Close the list several days before the sports day so dietary requirements, team sizes and playing times can be communicated together.
Check the forecast and bad-weather plan 48 hours before the event, then check it again on the morning itself. Confirm whether tents, cooling facilities, indoor space or a revised programme are actually available.

Frequently asked questions

How far in advance should I plan a sports day?: Start planning at least 6 to 8 weeks ahead. Confirm the venue, programme, budget and permits first, then allow time for invitations, registrations, volunteers and equipment reservations.
When should I send sports day invitations?: Send invitations about 4 weeks before the event and set the registration deadline 10 to 14 days before it. That leaves enough time to process dietary requirements, assign teams and publish times.
How much sports equipment do I need for a sports day?: Plan equipment for every activity running at the same time, not for the total programme. Check each station 3 to 5 days beforehand and keep at least 1 pump and a few spare balls available for the whole event.
When should I make the sports day team schedule?: Create the first team schedule after registrations close, ideally 7 days before the event. Print team cards and score sheets no later than the day before, and keep one final participant list at the registration desk.

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.