Sports day checklist: what to arrange and when

A sports day runs smoothly when the programme, people and equipment are fixed before participants arrive. Start by booking the field and setting the date, then choose the sports, build the match schedule and collect registrations. In the final week, confirm teams, volunteers, rules, weather plans and dietary requirements. On the day itself, allow time for registration, safety checks, tent and table setup, equipment checks and chilled drinks before the first event starts.

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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

Reserve the sports field
Set the date and program
2 people
Choose sports components
3 people
Create the match schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create participant lists
2 people
Assign teams
2 people
Assign volunteers
2 people
Write out the game rules
2 people
Check the route and grounds
2 people
Check the weather forecast
Send participant information
Check sports equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Sort team vests
Lay out prizes and medals
Set out weather protection
2 people
Check the venue for safety
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up sports fields
4 people
Set out sports equipment
3 people
Hang up competition cards
2 people
Set up the catering buffet
3 people
Connect the music
2 people
Prepare first aid supplies
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out teams and vests
3 people
Opening and introduction
2 people
Lead the warm-up
2 people
Supervise sports matches
8 people
Track scores
3 people
Manage water points
2 people
Guide participants
4 people
Record injuries
Refill drinks
2 people
Restock fruit and snacks
2 people
Announce breaks
Serve snacks
3 people
Assist with the finals
4 people
Check scores
2 people
Announce the winners
2 people
Present prizes
2 people
Serve dinner
4 people
Provide music and free sports
2 people
Collect waste along the way
2 people
Announce the final round
See participants off
3 people

Aftercare

Gather sports equipment
4 people
Turn off the sound equipment
2 people
Clean up catering
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
4 people
Take waste to the bins
2 people
Wash dishes
3 people
Clean sports equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Hand over the site
Keep lost and found items
Store leftovers refrigerated
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Buffet tablesqty 4
Registration desk
Waste binsqty 8

Sports equipment

Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Handballsqty 6
Tennis ballsqty 24
Tennis racketsqty 12
Badminton racketsqty 12
Shuttlesqty 24
Frisbeesqty 8
Skipping ropesqty 10
Hoopsqty 12
Conesqty 40
Laddersqty 4
Hurdlesqty 12
Relay batonsqty 12
Netsqty 4
Goal postsqty 4
Scoreboardsqty 6
Whistlesqty 8
Team bibsqty 60
Stopwatchesqty 6
Measuring tapesqty 4
Rubber matsqty 8
Ball bagsqty 6
Sports bagsqty 6
Bib numbersqty 80
Route ribbonsqty 4
Barrier tapeqty 8
Medalsqty 30
Cupsqty 6
Price tagsqty 6
Clipboardsqty 8
Score sheetsqty 100
Pensqty 20
Name stickersqty 100

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Coffee cupsqty 60

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving traysqty 6
Cooler cratesqty 4

Decorations

Buntingqty 8
Site signsqty 12
Directional signsqty 10
Program postersqty 8

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Cleaning

Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Litter pickersqty 4

Catering

Groceries

Safety

First aid kitsqty 2
Cold packsqty 12
Emergency blanketsqty 6
Sunscreen dispensersqty 4
Non-slip matsqty 8

Tips

Set the date and programme before sending invitations. Leave enough time between matches for team changes, scoring and moving equipment; a tightly packed schedule is difficult to recover when one game runs late.
Close registrations before creating participant lists and teams. Use the final list to assign volunteers, record dietary requirements and send participants the timetable, arrival instructions and rules.
Check every sports component against its equipment several days before the event. Count balls, rackets, nets, cones, bibs, stopwatches and scoreboards, then replace or borrow missing items before setup day.
Check the weather forecast twice: once during the final week and again on the morning of the sports day. Prepare party tents, weather protection, rubber mats and a clear response plan rather than waiting for rain or strong sun.
Set up the registration table before laying out the sports areas. Put team bibs, participant lists and rules there, while drinks and snacks are ready separately so arrivals do not block check-in.

Frequently asked questions

How far in advance should I plan a sports day?: Reserve the sports field and set the date at least 6 to 8 weeks ahead. Send invitations once the programme and sports components are clear, then close registrations early enough to create teams and the match schedule.
How do I organise teams for a sports day?: Create the final participant list after registrations close, then assign teams based on numbers and the chosen sports. Send team information and arrival details at least 5 to 7 days before the event so participants know where to go.
What should I check the day before a sports day?: Confirm the weather, route and grounds, venue safety, volunteers and equipment one day before. Chill drinks, prepare snacks, sort team bibs and lay out prizes and medals so the morning is limited to setup and final checks.
How early should I arrive to set up a sports day?: Allow at least 2 to 3 hours before the first match. This gives you time to build party tents, position tables and chairs, set up registration, mark the sports areas and test equipment without rushing.

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.