Sports day checklist: what to arrange and when

A sports day needs more than a list of games. You need a workable schedule, enough equipment, clear team assignments and people who know their roles before the first whistle. Start by fixing the date, venue and programme, then collect registrations and dietary requirements before ordering food. In the final week, publish practical information, check the forecast and prepare match forms, scoreboards and team bibs. This checklist keeps the planning in the right order.

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

Set the date and program
2 people
Reserve the sports venue
Select sports sections
2 people
Determine participant numbers
2 people
Draft invitations
2 people
Send invitations
Process registrations
2 people
Collect dietary requirements
Assign teams
3 people
Create the match schedule
3 people
Recruit volunteers
2 people
Assign referees
2 people
Order catering
2 people
Check sports equipment
2 people
Rent missing equipment
Create floor plan
2 people
Check the weather forecast
Send participant information
Publish team assignments
Collect materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Lay out prizes and medals
2 people
Print participant list
Print match forms
Inspect the grounds
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up sports fields
5 people
Set out sports equipment
4 people
Set up registration desk
2 people
Build the catering buffet
4 people
Prepare first aid supplies
2 people
Test music and microphone
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out team colors
3 people
Handle the opening
2 people
Explain the rules
3 people
Lead the sports activity
6 people
Record intermediate results
2 people
Staff water stations
2 people
Restock sports equipment
2 people
Announce breaks
Hand out fruit and snacks
4 people
Swap sports parts
4 people
Lead the sports activity
6 people
Update interim results
2 people
Refill drinks
3 people
Serve coffee and tea
2 people
Assist with the finals
6 people
Collect competition forms
2 people
Check final standings
2 people
Serve the buffet
5 people
Restock plates and cutlery
2 people
Empty trash bins
2 people
Handle prize ceremony
3 people
See off the last participants
3 people

Aftercare

Gather sports equipment
5 people
Clear tables and chairs
4 people
Take down tents
4 people
Wash dishes
3 people
Empty coolers
2 people
Clean the grounds
5 people
Dispose of waste
3 people
Return borrowed equipment
2 people
Clear away leftover stock
2 people
Register missing materials
Final venue check
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Buffet tablesqty 4
Tableclothqty 12

Sports equipment

Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Handballsqty 6
Tennis ballsqty 30
Soft ballsqty 20
Frisbeesqty 12
Skipping ropesqty 20
Relay batonsqty 12
Hurdlesqty 12
Conesqty 60
Marker conesqty 120
Field linesqty 8
Netsqty 3
Starting blocksqty 8
Gym matsqty 12
Crash matsqty 6
Stopwatchesqty 8
Measuring tapesqty 4
Scoreboardsqty 6
Whistlesqty 10
Team bibsqty 120
First aid kitqty 2
Cold packsqty 12
Sunscreenqty 8
Drinking water bottlesqty 150

Equipment

Megaphone
Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Tableware

Reusable cupsqty 180
Reusable platesqty 150
Reusable cutleryqty 180
Serving plattersqty 12
Pitcherqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Tongs and serving spoonsqty 12
Aluminum foilqty 2
Cling filmqty 2

Catering

Water coolersqty 4
Drink dispensersqty 4
Coolersqty 3
Sealable storage binsqty 12
Groceries

Cleaning

Waste binsqty 10
Broom and dustpanqty 4
Mops and bucketsqty 3
Cleaning glovesqty 8
Disinfectant sprayqty 4

Decorations

Buntingqty 8
Team flagsqty 12
Balloonsqty 100
Directional signsqty 12
Name stickersqty 150

Tips

Set the programme before inviting people. Include registration times, the first matches, breaks, finals and the expected finish time so participants know how long the day will take.
Confirm participant numbers before assigning teams or ordering catering. Keep registrations open for a defined period, then allow at least 7 days to create balanced teams and a match schedule.
Check every sports section against the equipment you already have. Rent missing items early, especially nets, cones, stopwatches, scoreboards and safety mats, because last-minute availability is limited.
Give volunteers and referees their assignments at least 3 days before the event. Include where they need to report, which matches they cover and who they contact if they are delayed.
Prepare the final information pack 2 to 3 days beforehand. Send the venue details, arrival time, team assignments, what participants should bring and any weather-related changes in one message.

Frequently asked questions

How far in advance should I organize a sports day?: Start at least 6 to 8 weeks before the event. Reserve the venue first, then allow time for invitations, registrations, team planning, equipment hire, catering and volunteer assignments.
How many volunteers do I need for a sports day?: Plan for at least 1 coordinator, 1 referee or activity leader per active section, and 1 helper for registration and refreshments. Add one extra float volunteer for a programme with more than 4 sports sections.
When should I order food for a sports day?: Confirm the catering order after registrations close, usually 7 to 10 days before the event. Collect dietary requirements before ordering and keep a small buffer for late additions.
When should I check the weather for an outdoor sports day?: Check the forecast 7 days before the event to identify risks, then check again 48 hours and 3 hours before the start. Decide by the earlier checkpoint whether tents, indoor space or programme changes are needed.

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.