Sports day checklist: what to arrange and when

A sports day runs smoothly when the schedule, teams and equipment are ready before participants arrive. Start by confirming the date and location, then work through registrations, rules, volunteers, referees and team assignments. In the final week, check the weather, equipment and dietary requirements, and print the run sheet. On the day itself, allow time for registration, field set-up, sound equipment and clear scorekeeping—not just the competitions.

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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
Prepare the sports schedule
2 people
Draw up the competition rules
2 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant lists
Invite volunteers
2 people
Book referees
Prepare team assignments
2 people
Print the run sheet
Check the weather forecast
Inform participants
2 people
Do the shopping
3 people
Check sports equipment
2 people
Sort team vests
2 people
Set up the music playlist
Prepare prize ribbons and medals
2 people

Event

Prepare the registration table
2 people
Set up sports fields
4 people
Set up tables and chairs
4 people
Set up party tents
4 people
Connect sound equipment
2 people
Set out competition equipment
3 people
Place route signs
2 people
Set out first aid supplies
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Brief volunteers
2 people
Receive participants
3 people
Assign teams
3 people
Hand out wristbands
2 people
Handle the opening
2 people
Lead the warm-up
2 people
Guide the first sports round
8 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Record the scores
2 people
Serve break snacks
3 people
Set up sports fields
4 people
Guide the second sports round
8 people
Refill drinks
2 people
Provide music
Record injuries
Prepare finals
3 people
Assist with the finals
6 people
Prepare barbecue
4 people
Serve barbecue
5 people
Refill drinks
2 people
Serve vegetarian meals
2 people
Collect tableware
3 people
Announce the winners
2 people
Present medals
2 people
Handle the closing
2 people
Empty trash bins
2 people
Collect lost items
2 people

Aftercare

Dismantle sports equipment
4 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Pack away the sound equipment
2 people
Wash dishes
3 people
Clean the barbecue
2 people
Clean the grounds
4 people
Bring waste to the collection point
2 people
Register lost property
Store materials dry
2 people
Return borrowed materials
2 people
Clear away leftover groceries
2 people
Clean coolers
2 people
Collect photo materials
Publish results

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
High tablesqty 4
Registration desk
Tablecloth clipsqty 24

Sports equipment

Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Handballsqty 6
Tennis ballsqty 24
Conesqty 40
Marker discsqty 40
Speed laddersqty 3
Skipping ropesqty 10
Hoopsqty 12
Relay batonsqty 10
Frisbeesqty 8
Blue vestsqty 12
Red vestsqty 12
Yellow vestsqty 12
Green vestsqty 12
Football goalsqty 4
Volleyball net
Basketball hoop standqty 2
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 6
Measuring tapesqty 3
Pensqty 30
Clipboardsqty 8
Competition formsqty 100
Medalsqty 24
Prize ribbonsqty 24

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 40
Serving plattersqty 12
Serving utensilsqty 12

Catering

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Barbecueqty 2
Barbecue tongsqty 4
Food warmersqty 4
Groceries

Equipment

Battery speakerqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4

Safety

First aid kitqty 2
Ice packsqty 12
Sunshadesqty 4
Barrier tapeqty 4

Decorations

Buntingqty 8
Start and finish ribbonqty 2
Signsqty 20
Arrowsqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 3
Washing-up basinsqty 3
Hand soap dispensersqty 4
Towel dispensersqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Measuring cupsqty 2
Frying pansqty 2

Tips

Set a registration deadline at least 7 days before sports day. Use the final participant list to prepare team assignments, collect dietary requirements and print registration materials.
Build the schedule around realistic changeover time. Allow at least 10 minutes between activities so teams can move between fields and organisers can reset cones, nets, goals or other equipment.
Book referees and volunteers before sending the final event information. Give each person a role, arrival time and contact point; otherwise registration, scoring and field supervision are easy to leave uncovered.
Check every sport-specific item at least 3 days beforehand. Count balls, vests, whistles, stopwatches, scoreboards and measuring tapes, and confirm that goals, netting and stands can be set up safely.
Prepare a weather decision by the day before. Check the forecast, tell participants what to expect and decide when party tents, tables, chairs and sound equipment will be set up or moved.

Frequently asked questions

How far in advance should I organise a sports day?: Confirm the date and location at least 6 weeks ahead, especially if you need reservations, referees or party tents. Send invitations early enough to close registrations at least 7 days before the event.
What should I do the week before a sports day?: Finalise registrations, dietary requirements, team assignments, volunteers and the competition schedule. Check all sports equipment, prepare prizes and medals, and print the run sheet at least 3 days before sports day.
How much time do I need to set up a sports day?: Allow 2 to 3 hours before registration opens for fields, tables, chairs, party tents, sound equipment and competition equipment. Add extra time if several sports areas or large equipment items must be assembled.
When should I check the weather for a sports day?: Check the forecast 3 days before the event and again the day before. Use the final check to confirm participant messages, tent arrangements and any changes to the field or activity plan.

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.