Sports fair checklist: what to arrange and when

A sports fair needs more than sports equipment and exhibitor tables. You need a confirmed venue, a clear pitch map, registrations, demonstrations, volunteers and a schedule that visitors can follow. Start by securing providers and exhibitors, then open registrations and collect dietary requirements before confirming catering. In the final week, check the inventory, prepare signage and name badges, and make sure every demonstration has the right equipment and power access.

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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

Confirm date and location
2 people
Contact sports providers
2 people
Register exhibitors
2 people
Create the trade fair map
2 people
Assign pitch locations
2 people
Confirm reservations
2 people
Draft invitations
2 people
Send invitations
2 people
Post on social media
Open registrations
Process registrations
2 people
Collect dietary requirements
Distribute promotional posters
3 people
Create the fair schedule
2 people
Inform exhibitors
2 people
Plan demonstrations
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Create a contact list
Prepare signage
2 people
Prepare name badges
2 people
Confirm catering
Check the inventory list
2 people
Do the shopping
3 people
Collect Print Materials
2 people
Check sports equipment
2 people
Fill coolers
2 people
Open venue
2 people
Check the floor and walkways
3 people
Set up tables and chairs
6 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Hang up signage
3 people
Set up registration desk
2 people
Set up sports demonstrations
4 people
Check power outlets
2 people
Test the lighting
2 people
Test sound system
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Welcome exhibitors
3 people
Have exhibitors set up
4 people
Give volunteer briefing
2 people

Event

Open the doors
3 people
Register visitors
4 people
Inform visitors
3 people
Announce the program
Assist with sports demonstrations
4 people
Guide tasting activities
5 people
Support exhibitors
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep passages clear
2 people
Announce final program
See visitors out
3 people

Aftercare

Have exhibitors take down their stands
4 people
Gather sports equipment
3 people
Clean up catering
3 people
Wash dishes
3 people
Dismantle tables and chairs
6 people
Remove decorations
3 people
Sort waste
3 people
Clean the venue
4 people
Check borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Follow up with exhibitors

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 80
Display wallsqty 24
Reception desk
Clothes racksqty 6
Bollardsqty 12

Equipment

Laptopqty 2
Tabletsqty 3
Cash box
Payment terminalqty 2
Portable speakersqty 2
Wireless microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Sports equipment

Exercise matsqty 12
Yoga matsqty 10
Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Hockey sticksqty 8
Hockey ballsqty 12
Skipping ropesqty 12
Kettlebellsqty 8
Dumbbellsqty 16
Resistance bandsqty 20
Conesqty 30
Speed ladderqty 2
Hoopsqty 12
Bib numbersqty 100
Stopwatchesqty 4
Measuring tapesqty 4
Towelsqty 30
Water bottlesqty 30

Tableware

Reusable cupsqty 250
Platesqty 200
Cutlery setsqty 200
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Buntingqty 10
Sports postersqty 20
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 24

Cleaning

Waste binsqty 10
Vacuum cleanerqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue, sports providers and exhibitor reservations before publishing invitations. This gives you a reliable layout and prevents last-minute changes to the fair map.
Open registrations early enough to process attendee details and collect dietary requirements before catering is confirmed. Set a clear registration deadline at least 7 days before the fair.
Create the fair map before assigning pitch locations. Mark the reception desk, display walls, clothes racks, tables and any areas needing extension cords or power strips.
Schedule demonstrations with realistic changeover time. Allow at least 10 minutes between activities so volunteers can move exercise mats, balls, cones or other equipment safely.
Prepare signage, name badges and the contact list before event day, then assign volunteers to reception, exhibitor support and demonstrations. Keep the laptop, tablets, cash box and payment terminal together at the reception desk.

Frequently asked questions

How far in advance should I organise a sports fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and location first, then contact sports providers, register exhibitors and build the schedule before sending invitations.
When should sports fair registrations close?: Close registrations about 7 days before the event. That gives you time to process registrations, collect dietary requirements, prepare name badges and confirm catering numbers.
How do I plan the layout for a sports fair?: Create the fair map after you know the exhibitors and demonstrations, ideally 3 to 4 weeks in advance. Assign pitches around visitor flow, reception, power access and activity areas, then send the final locations to exhibitors.
What equipment do I need for a sports fair?: Plan equipment by activity and by area, not just by exhibitor. Check sports items such as exercise mats, footballs, basketballs, volleyballs, hockey sticks, cones and resistance bands, plus tables, chairs, signage, lighting, power strips and payment equipment at least 3 days before setup.

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.