Sports day checklist and planning guide

A sports day runs smoothly when the schedule, teams, equipment and people are organised before participants arrive. Start by confirming the date, venue, field and toilet facilities, then open registrations and collect dietary requirements. In the final week, assign teams, brief volunteers, print match schedules and check every ball, net, cone and stopwatch. Use the plan below to work through 72 tasks and 64 items in the right order, from the first booking to loading transport.

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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
Set competition rules
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign teams
2 people
Print the match schedule
Confirm the sports field booking
Confirm toilet facilities reservation
Arrange music and announcements
Order prizes and medals
Arrange first aid contact
Check the weather forecast
Print participant list
Check materials
2 people
Set out sports equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Pack prizes
Make team cards
Check route to venue
Load transport
3 people
Open venue
2 people
Set up the tents
4 people
Set up tables and chairs
3 people
Set up the registration table
2 people
Set up the catering table
2 people
Set out drinks
2 people
Set up sports fields
4 people
Set up game stations
4 people
Test sound system
2 people
Set up the first aid station
2 people
Place waste stations
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Register attendance
2 people
Distribute team badges
2 people
Opening and introduction
2 people
Lead the warm-up
3 people
Assist the relay
4 people
Supervise the football matches
5 people
Hand out break drinks
3 people
Refill drinks
2 people
Set out snacks
3 people
Serve snacks
3 people
Supervising volleyball matches
5 people
Host the sports quiz
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Clear tables
3 people
Assist with the finals
5 people
Process points
2 people
Announce the winners
2 people
Present prizes
3 people
See off guests and manage departure
3 people

Aftercare

Gather sports equipment
4 people
Dismantle sports fields
4 people
Take down tents
4 people
Clear tables and chairs
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Pack up the sound system
2 people
Collect lost and found items
Return materials
2 people
Return borrowed items
2 people
Clean coolers
2 people
Store leftover stock
2 people
Return unused groceries

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Registration desk
Prize table
Coat racksqty 2

Sports equipment

Footballsqty 8
Volleyballsqty 6
Basketballsqty 4
Tennis ballsqty 20
Relay batonsqty 8
Conesqty 40
Marker discsqty 30
Speed laddersqty 2
Skipping ropesqty 12
Hoopsqty 12
Vestsqty 40
Hand whistlesqty 6
Scoreboardsqty 6
Measuring tapesqty 3
Bib numbersqty 80
Team wristbandsqty 80
Football goalsqty 4
Volleyball netsqty 2
Basketball hoopsqty 2
Sandbagsqty 12
Stopwatchesqty 6
Clipboardsqty 8
Pensqty 30
Prize foldersqty 6
Medalsqty 24
Cupqty 3
Ribbonsqty 24

Tableware

Reusable cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving spoonsqty 8
Small bowlsqty 12
Thermos flasksqty 6

Kitchen

Coolersqty 6
Serving plattersqty 12
Cutting boardsqty 4
Chef platesqty 2
Food warmersqty 4
Kitchen knivesqty 4
Pliersqty 6
Water jugsqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Spongesqty 12
Hand soap dispensersqty 4
Hand sanitizerqty 6
First aid kit
Ice packsqty 20

Catering

Groceries

Tips

Set the competition format before opening registration. Allow time for check-in, changing teams and breaks, then print the final match schedule once registrations close.
Recruit volunteers early and assign clear roles, including registration, scoring, equipment, music and first aid contact. Give each team a named person to report to on the day.
Check sports equipment at least two days beforehand. Test scoreboards and stopwatches, count bib numbers and wristbands, and confirm that goals, nets and cones are available and usable.
Prepare the arrival area separately from the competition area. Set up the registration desk, participant list, team cards, pens and clipboards where people can find them without blocking the first activity.
Plan for weather and delays in the final 48 hours. Check the forecast, confirm the field booking, chill drinks, pack prizes and load transport in an order that keeps essential equipment accessible.

Frequently asked questions

How far in advance should I organise a sports day?: Confirm the date, venue and sports format at least 6–8 weeks ahead. Open registration early enough to assign teams and order prizes before the final week.
How many volunteers do I need for a sports day?: Plan for at least one lead volunteer for every major function: registration, scoring, equipment, music and first aid. Add one field volunteer per active competition area so matches can start and stop on time.
When should I finalise sports day teams and schedules?: Close registrations 5–7 days before the event, then assign teams and print the match schedule. Keep a small number of spare bibs and team wristbands for late changes.
What should I check the day before a sports day?: Check the weather, route, bookings and complete equipment list the day before. Pack prizes, team cards and paperwork, chill drinks, and load transport so setup can begin immediately.

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.