Sports fair checklist: organise the day step by step

A sports fair combines demonstrations, try-out activities, exhibitors and a steady flow of visitors, so timing and layout matter. Start by securing the date, venue, permits and insurance before inviting participants or exhibitors. Then build the programme, assign pitch locations and open registration, while equipment and supplier checks run in parallel. Use this checklist to keep the practical details together, including dietary requirements, volunteer briefings and key handover.

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
Reserve venue
Check permits
Check insurance
Contact sports providers
2 people
Set participant terms
2 people
Register exhibitors
2 people
Confirm sports activities
2 people
Compile program
2 people
Set up the floor plan
2 people
Assign pitch locations
2 people
Send invitations
2 people
Post on social media
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm suppliers
Arrange key handover
Assign volunteers
2 people
Send briefing
Print promotional materials
Check materials
2 people
Reserve sports equipment
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Sort printed materials
Open venue
2 people
Conduct a safety check
2 people
Check the floor and walking routes
2 people
Set up tables and chairs
4 people
Set up exhibition walls
3 people
Mark off sports areas
3 people
Set out sports equipment
4 people
Welcome exhibitors
3 people
Hand Out Booth Materials
2 people
Have exhibitors set up
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Put up signage
2 people
Test music and microphone
2 people
Prepare sign-in sheet
Brief volunteers
3 people

Event

Receive participants
4 people
Register visitors
3 people
Explain the program
2 people
Give the opening speech
Lead sports clinics
6 people
Guide demonstrations
4 people
Staff sports stands
10 people
Supervise competition events
4 people
Record results
2 people
Lay out prizes
Handle prize ceremony
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Collect waste
2 people
Check toilets
Guide photo moments
Inform last visitors
2 people
Have exhibitors take down their stands
4 people
See visitors out
3 people

Aftercare

Gather sports equipment
4 people
Dismantle furniture
4 people
Remove decorations
2 people
Collect tableware
2 people
Empty the coolers
2 people
Sort waste
3 people
Clean up catering
3 people
Wash dishes
2 people
Clean the venue
4 people
Collect lost and found items
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Archive photos and files
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 30
Folding chairsqty 180
Registration desk
Bar stoolsqty 8
Lounge sofasqty 4
Display wallsqty 20
Clothes racksqty 6
Tableclothsqty 30

Sports equipment

Exercise matsqty 20
Yoga matsqty 20
Footballsqty 12
Basketballsqty 8
Volleyballqty 6
Tennis racketsqty 12
Tennis ballsqty 36
Badminton racketsqty 12
Shuttlesqty 36
Vestsqty 30
Conesqty 40
Marker discsqty 30
Skipping ropesqty 20
Resistance bandsqty 20
Kettlebellsqty 8
Hand weightsqty 12
Start and finish ribbon
Stopwatchesqty 6
Scoreboardsqty 4
Whistlesqty 8
Measuring tapesqty 4
Portable goalsqty 4
Table tennis paddlesqty 8
Table tennis ballsqty 24
Table tennis table
Sports cupsqty 12
Storage cratesqty 10
Basic first aid kitsqty 2
Ice packsqty 12
Athletic tapeqty 8
Disinfectant sprayqty 6

Equipment

Wireless microphoneqty 2
Speakersqty 2
Music player
Extension cordsqty 6
Power stripsqty 8
Rechargeable work lightsqty 4
Power banksqty 4
Laptop
Printer
Payment terminalqty 2
Directional signsqty 12
Cable matsqty 12

Tableware

Reusable drinking glassesqty 220
Reusable platesqty 220
Reusable cutleryqty 220
Coffee cupsqty 80
Thermos flasksqty 8
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 10

Catering

Coolersqty 8
Buffet traysqty 8
Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 4
Food warmersqty 4
Groceries

Decorations

Sports postersqty 12
Buntingqty 8
Balloonsqty 100
Table signsqty 20
Name badgesqty 60
Prize table sign

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Storage boxesqty 12

Cleaning

Vacuum cleaner
Broom setsqty 3
Mop setsqty 3
Waste binsqty 12
Hand broomsqty 4

Tips

Plan the floor layout before confirming pitch locations. Leave clear routes between the registration desk, display areas and activity zones, and allow extra space around portable goals and exercise mats.
Confirm each sports provider’s activity, equipment needs and running time at least 2 weeks before the fair. This prevents clashes when several demonstrations need the same space or staff.
Keep registrations open long enough to collect useful details, then set a fixed deadline for dietary requirements. Send the final participant information and programme at least 5 days before the event.
Assign volunteers to specific shifts rather than asking for general help. Cover registration, activity areas, supplier arrivals and the key handover, with a written briefing sent before event day.
Check sports equipment against the programme twice: once after reserving it and again during the final materials check. Count items such as balls, rackets, shuttles, cones, whistles and stopwatches before loading them.

Frequently asked questions

How far in advance should I organise a sports fair?: Start planning at least 8 to 12 weeks ahead. Secure the venue, permits, insurance and sports providers first, then allow time for exhibitor registration, invitations and equipment reservations.
How do I plan the layout for a sports fair?: Create a floor plan 3 to 4 weeks before the event, after confirming the activities. Mark exhibitor pitches, registration, seating and activity zones, and keep walkways clear for visitors and equipment.
When should I open registration for a sports fair?: Open registration once the date, location and main activities are confirmed, usually 4 to 6 weeks before the fair. Set a closing date about 5 days before the event so you can process registrations and dietary requirements.
When should volunteers receive the sports fair briefing?: Send the briefing 3 to 5 days before the fair, after assigning shifts and responsibilities. Include arrival times, pitch locations, registration instructions, activity rules and who handles supplier or key handover questions.

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.