Sports Day Checklist: What to Arrange and When

A sports day needs more than a list of games. You need a clear schedule, fixed team sizes, referees, first aid cover and enough equipment ready before participants arrive. Start by confirming the date, venue and participant limit, then handle registrations and team assignments before preparing the match plan. This checklist also covers practical details people often leave too late, including dietary requirements, permits, insurance, weather planning, chilled food and a registration point.

Organize this event for free with Lizzt

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
3 people
Define competition elements
3 people
Set participant limit
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign referees
2 people
Arrange first aid coverage
2 people
Confirm venue booking
Make sports equipment reservation
Check permits
Check insurance
Create floor plan
2 people
Assign teams
2 people
Create the match schedule
2 people
Send participant information
Check the weather forecast
Determine the backup rain program
3 people
Check the shopping list
2 people
Collect sports equipment
2 people
Do the shopping
3 people
Chill perishable groceries
2 people
Sort materials
3 people
Prepare score sheets
2 people
Print team assignments
Prepare route signs
2 people
Check first aid supplies
Charge rechargeable devices
Inspect the site
3 people
Secure the site
3 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up sports fields
4 people
Prepare sports equipment
4 people
Set up registration desk
2 people
Set up catering point
3 people
Chill drinks
2 people
Prepare snacks
4 people
Hang decorations
2 people
Test sound system
2 people
Brief volunteers
3 people
Brief the race directors
3 people
Prepare for opening
2 people

Event

Register participants
4 people
Direct participants to teams
3 people
Serve welcome drinks
3 people
Open sports day
2 people
Guide the first sports round
8 people
Process scores
2 people
Refill drinks
2 people
Guide the second sports round
8 people
Serve snacks
3 people
Check scores
2 people
Restock sports equipment
2 people
Lead the break
4 people
Guide the third sports round
8 people
Refill drinks
2 people
Keep track of final standings
2 people
Prepare barbecue
4 people
Serve barbecue
5 people
Restock the buffet
3 people
Refill drinks
2 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Provide music
Guide the farewell and departure
4 people

Aftercare

Collect waste
4 people
Clear away food and drinks
3 people
Gather sports equipment
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
5 people
Wash dishes
3 people
Lock up the venue
2 people
Clean sports equipment
3 people
Inventory materials
2 people
Return rented materials
2 people
Empty and clean coolers
2 people
Distribute leftover food
2 people
Register lost and found items

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 10
Chairqty 120
Buffet tableqty 4
Registration desk
Waste binqty 8

Sports equipment

Soccerqty 8
Basketballqty 6
Volleyballqty 6
Handballqty 6
Tennis racketqty 12
Tennis ballqty 30
Badminton racketqty 12
Shuttleqty 30
Table tennis paddleqty 12
Table tennis ballqty 30
Jump ropeqty 10
Hoopqty 10
Marker coneqty 40
Marker discqty 40
Vestqty 50
Hand whistleqty 8
Scoreboardqty 6
Stopwatchqty 8
Measuring tapeqty 4
Tug of war ropeqty 2
Water bagqty 12
Football goalqty 4
Volleyball netqty 2
Badminton netqty 2
Table tennis tableqty 2
Basketball hoopqty 2
Field marking tapeqty 6
Spare pumpqty 2
Ball needleqty 10

Equipment

Speakerqty 2
Microphoneqty 2
Extension cordqty 4
Power stripqty 4
Cool boxqty 6
Coffee makerqty 2
Barbecueqty 3
Gas cylinderqty 3
Thermosqty 6

Tableware

Reusable plateqty 140
Reusable cupqty 180
Coffee cupqty 80
Cutlery setqty 140
Serving spoonqty 8
Trayqty 12
Pitcherqty 8

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Kitchen tongsqty 6
Aluminum foilqty 4
Cling filmqty 2
Serving trayqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Bannersqty 6
Tableclothsqty 12
Trophiesqty 12
Medalqty 30
Price tagsqty 30

Lighting

String lightsqty 6
LED lampqty 8

Cleaning

Broomqty 4
Litter pickerqty 4
Bucketqty 4
Mopqty 4
Cleaning spongeqty 12
Soap dispenserqty 4
Paper towel dispenserqty 4
Toilet brushqty 4

First aid

First aid kitqty 2
Cool packqty 12
First aid kitqty 4
Disinfectant sprayqty 4

Registration

Clipboardqty 8
Ballpoint penqty 30
Stampqty 4
Name stickerqty 150
Paper tapeqty 8
Highlighterqty 12
Printer paperqty 2

Groceries

Groceries

Tips

Set the participant limit before sending invitations. It determines team sizes, the number of matches, equipment quantities and how many referees and volunteers you need.
Finish registrations before creating teams and the match schedule. Send participant information several days before the event, including arrival time, team details, clothing guidance and what happens if the weather changes.
Check venue rules, permits and insurance early rather than during the final week. Confirm where the registration desk, buffet table, waste bins, seating, sports areas and first aid point will go in the floor plan.
Reserve and collect sports equipment as one job, then sort it by activity. Count items such as balls, rackets, nets, cones, bibs, whistles, scoreboards and stopwatches before the first team arrives.
Check the weather forecast and decide the rain program before shopping and setup day. Keep perishable groceries chilled, and make sure the backup plan works with the available indoor space and equipment.

Frequently asked questions

How far in advance should I organize a sports day?: Start venue, permit and insurance checks at least 6 to 8 weeks ahead. Set the participant limit and send invitations around 4 weeks before the event, so registrations and team planning have time to settle.
How many volunteers do I need for a sports day?: Plan for at least 1 volunteer per active sports area, plus separate help for registration, refreshments and first aid coordination. For example, 6 activity areas usually require at least 8 to 10 people when setup and breaks are included.
When should I make the sports day schedule?: Create the draft schedule after registrations close and teams are assigned, usually 7 to 10 days before the event. Send the final participant information no later than 3 days beforehand.
What should I do if it rains on sports day?: Decide on a backup rain program at least 1 week in advance, then check the forecast again 48 hours before starting. Move activities indoors only after confirming the available space, equipment and revised match times.

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.