Sports day checklist: what to arrange and when

A sports day needs more than a set of games and a free field. You need a workable programme, balanced teams, clear rules, referees, first aid cover and enough equipment for every activity. This checklist takes you from booking the venue to printing score sheets and shopping for catering. It also covers details that are often left until the last minute, such as dietary requirements, weather plans, signs and waterproof storage.

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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
Choose sports components
3 people
Draw up the match schedule
2 people
Assemble teams
2 people
Write out the game rules
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Approach volunteers
2 people
Assign referees
2 people
Assign first aid lead
Calculate catering quantities
2 people
Make a shopping list
2 people
Check sports equipment
2 people
Reserve missing materials
Create floor plan
Make competition forms
2 people
Print score sheets
Print participant list
Make signs and wayfinding
2 people
Order prizes and medals
Check the weather forecast
Send participants practical information
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare fruit and vegetables
3 people
Pack prizes
2 people

Event

Bring materials to the venue
4 people
Check the grounds and fields
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up sports fields
4 people
Prepare sports equipment
4 people
Set up signage
2 people
Build the catering buffet
4 people
Set up first aid table
2 people
Test music and microphone
2 people
Brief volunteers
3 people
Receive participants
4 people
Hand out wristbands
2 people
Guide teams to the fields
4 people
Opening and introduction
2 people
Lead the warm-up
2 people
Guide the first sports round
8 people
Record scores
3 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Swap out sports equipment
3 people
Guide the second sports round
8 people
Check scores
3 people
Check water stations
2 people
Restock break snacks
2 people
Guide the third sports round
8 people
Prepare finals
4 people
Assist with the finals
6 people
Set up barbecue buffet
5 people
Prepare barbecue
3 people
Prepare barbecue dishes
4 people
Serve the buffet and drinks
5 people
Refill drinks
2 people
Check final standings
3 people
Support awards ceremony
3 people
Take group photo
2 people
See participants off
3 people

Aftercare

Dismantle sports fields
4 people
Gather sports equipment
4 people
Take down tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the barbecue
2 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people
Clear away leftover groceries
2 people
Register lost and found items
Send thank-you message to participants

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
Party tentsqty 3

Sports equipment

Footballsqty 6
Basketballsqty 6
Volleyballqty 4
Tennis ballsqty 30
Korfball ballsqty 4
Relay batonsqty 12
Conesqty 40
Line markingqty 4
Skipping ropesqty 12
Hoopsqty 12
Vestsqty 40
Sports netsqty 3
Goal postsqty 4
Starting blocksqty 4
Stopwatchesqty 6
Whistlesqty 8
Measuring tapesqty 3
Scoreboardsqty 6
Exercise matsqty 10
Waterproof storage binsqty 8

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Small bowlsqty 20
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 6
Kitchen knivesqty 6
Pliersqty 8
Barbecueqty 2
BBQ toolsqty 4
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 24

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Decorations

Team flagsqty 12
Start and finish banner
Colored ribbonsqty 12
Prize tablecloth

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broomqty 3
Centerpieceqty 2
Mop setqty 2
Cleaning bucketsqty 3
Hand broomsqty 4

Safety

First aid kitsqty 2
Ice packsqty 2
Flashlightsqty 4

Registration

Clipboardsqty 12
Pensqty 30
Name stickersqty 150
Wristbandsqty 150
Score sheetsqty 100
Competition foldersqty 12
Plate standsqty 12

Prizes

Medalsqty 30
Cupsqty 6
Prize ribbonsqty 6

Catering

Groceries

Tips

Set the date and reserve the sports venue before inviting anyone. Allow at least 6–8 weeks if you need several sports areas, volunteers, medals or hired equipment.
Close registrations at least 10–14 days before the event. Use the final participant list to assemble teams, collect dietary requirements and calculate food and drink quantities.
Finish the match schedule and rules at least one week beforehand. Print score sheets, participant lists and competition forms in advance so the registration desk is not writing everything during the first game.
Check every ball, net, cone, whistle, stopwatch and measuring tape 3–5 days before the sports day. Reserve missing equipment immediately, and label waterproof storage bins for each sports component.
Check the weather forecast 48 hours before the start. Confirm the party tents, floor plan, signs, catering tables and first-aid point, then send participants the final arrival time, clothing advice and practical information.

Frequently asked questions

How far in advance should I organise a sports day?: Start planning 6–8 weeks ahead if you need to reserve a venue, recruit volunteers and order prizes or medals. Finalise teams, catering quantities and the match schedule during the last 10–14 days.
How much sports equipment do I need for a sports day?: Plan equipment by activity and by simultaneous game, not just by total participants. Check the complete set 3–5 days before the event, including spare balls, cones, whistles, stopwatches, scoreboards and line marking.
When should I make the sports day schedule?: Create a first schedule once you know the sports components and expected numbers. Publish the final match schedule and rules at least 7 days before the event, then print score sheets and participant lists.
How do I plan food and drinks for a sports day?: Calculate catering after registrations close, usually 10–14 days before the event, and include every reported dietary requirement. Buy non-perishable items earlier and complete the fresh-food shopping 1 day before the sports day.

Start this plan in Lizzt

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