Sports Encouragement Day Checklist

A sports encouragement day needs more than a programme and a bag of balls. This checklist takes you from choosing the date and booking the venue to confirming participants, assigning supervisors and preparing the equipment. It also covers details that are easy to leave too late, such as dietary requirements, route signs, scoreboards, drinks and a wet-weather backup. Work through the plan in order so the schedule, volunteers and materials are ready before participants arrive.

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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
Check permits
Assign sports supervisors
2 people
Reserve suppliers
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Create the sports schedule
2 people
Create the match schedule
2 people
Assign volunteers
2 people
Send program to attendees
Check the weather forecast
Prepare backup bad weather plan
2 people
Check sports equipment
2 people
Sort materials
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare food
3 people
Prepare route signs
2 people
Print attendance list
Check first aid supplies
Share phone numbers
Open venue
2 people
Inspect the grounds
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up sports fields
4 people
Prepare sports equipment
3 people
Set up the registration table
2 people
Set up the catering table
3 people
Test music and microphone
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out wristbands
2 people
Announce the opening
Lead the warm-up
2 people
Lead sports clinics
8 people
Distribute sports equipment
3 people
Staff water stations
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Check rest areas
2 people
Supervise the break program
3 people
Supervise the tournament
6 people
Serve snacks
3 people
Serve vegetarian options
2 people
Provide music
Assist with the finals
4 people
Set out prizes
2 people
Present prizes
2 people
Announce the closing
See participants off
3 people

Aftercare

Gather sports equipment
4 people
Empty waste stations
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
2 people
Return rented items
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 120
High tablesqty 6
Benchesqty 8
Clothes racksqty 2

Sports equipment

Footballsqty 12
Basketballsqty 8
Volleyballqty 6
Handballsqty 8
Rugby ballsqty 4
Tennis racketsqty 12
Badminton racketsqty 16
Shuttlesqty 30
Tennis ballsqty 30
Hockey sticksqty 16
Hockey ballsqty 12
Conesqty 40
Sports hoopsqty 20
Skipping ropesqty 20
Vestsqty 40
Exercise matsqty 12
Mini goalsqty 4
Volleyball netsqty 2
Bib numbersqty 120
Whistlesqty 10
Stopwatchesqty 6
Scoreboardsqty 4
Medal ribbonsqty 30
Medalsqty 30
Sports cupsqty 6
Prize table

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4
Water dispensersqty 4
Cash register

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Ice packsqty 24

Decorations

Banner flagsqty 6
Balloon archesqty 2
Tableclothsqty 10
Directional signsqty 12
Chalkboardsqty 6

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 6
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Book the sports venue before sending invitations, then check whether permits or other approvals are needed. Confirm the available changing areas, storage and access times at least two weeks before the event.
Open registration early and collect dietary requirements at the same time. Send the final programme and participant confirmation no later than 3 days before the sports day, once numbers and match times are fixed.
Assign sports supervisors and volunteers by activity, not just by time slot. Give each supervisor a clear start time, location and responsibility for equipment such as whistles, stopwatches, bib numbers and scoreboards.
Check every sport-specific item before shopping or collecting supplies. Count balls, rackets, nets, cones, hoops, mats and goals separately, and test that the venue can safely accommodate the planned activities.
Do not wait until the morning to prepare food and drinks. Chill drinks in advance, print the attendance list, prepare route signs and decide when the bad-weather plan will be activated after checking the forecast.

Frequently asked questions

How far in advance should I plan a sports encouragement day?: Start booking the venue and checking permits at least 6 to 8 weeks ahead. Open registration early enough to confirm participant numbers, dietary requirements, supervisors and equipment before the final programme is sent.
When should I send invitations for a sports encouragement day?: Send invitations about 4 weeks before the event, with a clear registration deadline. Confirm participants and send the detailed sports and match schedule around 3 days before the day.
How many volunteers do I need for a sports encouragement day?: Plan at least 1 responsible adult for each active sports area, plus 1 or 2 people for registration, food and general support. Add cover for breaks so no activity is left unsupervised.
When should I prepare a bad-weather plan?: Create the backup plan when you build the main programme, not after the forecast changes. Check the forecast 48 hours before the event and make the final decision about tents, indoor space or schedule changes at least 24 hours ahead.

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.