Sports day checklist: what to arrange and when

A sports day needs more than teams and a few balls. You need a confirmed venue, marked-out fields, a match schedule, referees, registration materials and a clear plan for food and emergencies. Start with the date, venue and programme, then move to registrations, team assignments and equipment checks. This checklist also covers the details people often leave too late, such as permits, dietary requirements, chilled drinks and an indoor backup programme.

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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
Reserve sports fields
Check permits
Send invitations
2 people
Process registrations
Collect dietary requirements
Create team assignments
2 people
Create the match schedule
2 people
Write out the game rules
2 people
Assign referees
Record emergency contact
Order catering
Check equipment
2 people
Print competition forms
Print participant list
Check the weather forecast
Prepare an indoor backup program
2 people
Do the shopping
2 people
Gather sports equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Distribute teams and route
2 people
Inspect the site
2 people
Mark out fields
4 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up first aid table
Test the music
2 people
Put up signage
2 people
Display prizes

Event

Open registration
3 people
Welcome participants
2 people
Give program overview
2 people
Send teams to the start fields
4 people
Guide the team relay
4 people
Supervise the football matches
6 people
Supervising volleyball matches
4 people
Supervise korfball matches
4 people
Record intermediate results
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Record injuries
2 people
Announce break
Serve hot meal
4 people
Serve diet meals separately
2 people
Collect tableware
2 people
Assist with the finals
6 people
Check the scoring
2 people
Supervise free play
3 people
Determine the winners
2 people
Present prizes
2 people
Say goodbye
2 people
Remove waste regularly
2 people

Aftercare

Gather sports equipment
4 people
Tear down fields
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Wash dishes
3 people
Clean the venue
4 people
Empty waste containers
2 people
Turn off lights
Return borrowed items
2 people
Return rental items
2 people
Sort lost and found
Share final results

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Registration desk
Party tentsqty 3

Sports equipment

Footballsqty 6
Volleyballqty 4
Korfballsqty 4
Relay batonsqty 8
Conesqty 40
Marker conesqty 60
Training bibsqty 60
Football goalsqty 4
Korfball postsqty 2
Volleyball netsqty 2
Skipping ropesqty 10
Hoopsqty 12
Frisbeesqty 8
Water relay cupsqty 20
Stopwatchesqty 6
Whistlesqty 8
Measuring tapeqty 2
Scoreboardsqty 6
Clipboardsqty 8
Pensqty 30
Competition bibsqty 60
Sports bagsqty 6
Pumpsqty 2
Ball netsqty 6
Start and finish ribbonqty 2
Trophiesqty 3
Medal ribbonsqty 60
Sports medalsqty 60
Portable basketball hoopqty 2
Tennis ballsqty 12
Badminton setsqty 4
Tennis racketsqty 8
Tiresqty 10
Matsqty 10
Tug of war ropeqty 2
Hand pump needlesqty 6
Athletic tapeqty 6
Spare shoelacesqty 10
Parasolsqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 12
Serving plattersqty 10
Serving spoonsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice packsqty 24
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Thermometerqty 2
Water jugsqty 8
Jerry cansqty 6

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 4

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Team flagsqty 6
Start sign
Program postersqty 10
Directional signsqty 12

Cleaning

Waste binsqty 8
Broomqty 3
Canqty 2
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4
First aid kit
Fever thermometer

Catering

Groceries

Tips

Book the venue and sports fields before sending invitations, then check whether permits or other site approvals are needed. Keep the confirmed programme and venue details in one place.
Close registrations several days before the event so you can create balanced teams, record dietary requirements and print the participant list and competition forms without last-minute changes.
Build the match schedule before assigning referees. Allow a few minutes between matches for teams to change fields, update scoreboards and deal with delayed starts.
Check every piece of equipment before event day, including nets, goals, posts, cones, bibs, whistles, stopwatches, pumps and scoreboards. Bring spare pens and check that balls are inflated.
Check the weather forecast 48 hours before the sports day and prepare the indoor backup programme at the same time. Chill drinks, prepare snacks and inspect the site early enough to mark the fields before registration starts.

Frequently asked questions

How far in advance should I organise a sports day?: Book the venue and fields at least 6 to 8 weeks ahead, especially if the date is fixed or several fields are needed. Send invitations once the programme and location are confirmed.
When should sports day registrations close?: Close registrations 7 to 10 days before the event. That gives you time to create teams, collect dietary requirements, print participant lists and finish the match schedule.
How much sports equipment do I need for a sports day?: Plan one active ball or game setup per field, plus spare balls, cones and bibs. For timed matches, prepare at least one stopwatch, whistle and clipboard for each referee or match area.
When should I check the weather for sports day?: Check the forecast 48 hours before the event and again on the morning itself. If rain or extreme heat is likely, confirm the indoor backup programme before participants arrive.

Start this plan in Lizzt

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