Sports day checklist: what to arrange and when

A sports day needs more than a list of games and some balls. You need a confirmed venue, a workable match schedule, team assignments, volunteers, safety information and a backup plan for bad weather. Start by fixing the date and location, then build the programme before opening registration. This checklist covers the practical details people often leave too late, from dietary requirements and printed match forms to spare equipment, microphones and shelter.

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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
Choose sports components
2 people
Draw up the match schedule
2 people
Write out the game rules
2 people
Confirm venue booking
Check permits
Check insurance
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign teams
2 people
Send out team assignments
Schedule volunteers
2 people
Make material reservations
Order catering
2 people
Check the weather forecast
Prepare a bad weather scenario
2 people
Create floor plan
Print participant list
Print match forms
Check medical information
Do the shopping
3 people
Check the sports equipment
2 people
Lay out prizes and medals
Bring materials to the venue
3 people
Check the venue for safety
3 people
Set out the field layout
4 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the sports stations
6 people
Set Up Registration Desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare first aid supplies
Test sound
2 people
Put up directional signs
2 people

Event

Receive participants
4 people
Explain the teams and rules
3 people
Lead the warm-up
2 people
Supervise the football matches
4 people
Supervising volleyball matches
4 people
Supervise relays
3 people
Lead tug-of-war
3 people
Serve break drinks
3 people
Hand out fruit and snacks
3 people
Refill drinks
2 people
Record results
2 people
Provide first aid
2 people
Check sports equipment during breaks
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Clear away dishes
3 people
Assist with the finals
4 people
Check final standings
2 people
Present prizes
3 people
Say goodbye and make announcements
2 people
Collect waste along the way
2 people

Aftercare

Clear away sports equipment
5 people
Dismantle fields and stations
5 people
Take down tents and decorations
4 people
Put tables and chairs back
4 people
Sort and remove waste
3 people
Clean the kitchen
3 people
Wash tableware and equipment
3 people
Leave the site clean
4 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Collect lost property
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Foldable tablesqty 2

Sports equipment

Footballsqty 8
Volleyballsqty 6
Basketballsqty 6
Tennis ballsqty 30
Tennis racketsqty 12
Conesqty 40
Marker discsqty 30
Vestsqty 40
Tug of war ropeqty 2
Skipping ropesqty 12
Relay batonsqty 12
Frisbeesqty 8
Hand pumpsqty 3
Spare ballsqty 6
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 8
Competition formsqty 100
Pensqty 30
Medalsqty 12
Cupsqty 3
Bib numbersqty 90
Emergency blanketsqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 100
Reusable cutleryqty 100
Pouring jugsqty 8
Thermos flasksqty 4

Kitchen

Coolersqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Corkscrewsqty 2
Kettlesqty 2
Coffee machinesqty 2

Decorations

Team flagsqty 12
Welcome sign
Route signsqty 10
Balloonsqty 100
Tableclothsqty 10

Lighting

String lightsqty 6
Flashlightsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
First aid kitsqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, permits and insurance before sending invitations. Allow at least 6–8 weeks for checks if the sports day is held at an external site.
Create the sports schedule before assigning teams. Include setup time, short changeovers and at least 10 minutes between activities so delays do not disrupt the whole day.
Close registration 10–14 days before the event. Use the final list to assign teams, collect dietary requirements and check medical information before printing participant and match lists.
Count equipment by activity, not just by sport. Plan spare balls, hand pumps, cones, marker discs, whistles and stopwatches, and test the portable speaker and microphone before participants arrive.
Make the bad-weather decision deadline clear, such as 24 hours before the start. Prepare an alternative layout using party tents, tables and chairs, and tell participants how and when they will be notified.

Frequently asked questions

How far in advance should I organise a sports day?: Start planning 6–8 weeks ahead if you need an external venue, permits or hired materials. Confirm the date and location first, then prepare the programme before opening registration.
When should sports day registration close?: Close registration 10–14 days before the event. That gives you time to process entries, collect dietary and medical information, assign teams and print the participant and match forms.
How many volunteers do I need for a sports day?: Plan at least one responsible volunteer for each active playing area, plus one person for registration and one overall coordinator. Add extra help for setup, catering and scorekeeping if several matches run at once.
When should I check the weather for sports day?: Check the forecast 3–5 days before the event and make the final go/no-go decision about 24 hours beforehand. Keep a prepared bad-weather layout rather than trying to redesign the day on the morning itself.

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.