Track and Field Competition Checklist

Organising a track and field competition means coordinating entries, officials, volunteers, equipment and a precise event schedule. Start by confirming the disciplines and opening registration, then work towards start lists, judging instructions and site checks. In the final week, verify permits, monitor the weather and confirm every official role. On competition day, allow time to set up registration and jury tables, check equipment, charge timing devices and prepare bibs, forms, medals and refreshments.

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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 competition schedule
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Confirm the competition events
2 people
Approach jury members
2 people
Assign volunteers
2 people
Make reservations
Check permits
Monitor the weather forecast
Create final participant list
2 people
Prepare start lists
2 people
Print judging instructions
Inform participants
Do the shopping
3 people
Sort bib numbers
2 people
Assemble medal packs
2 people
Prepare match forms
2 people
Check equipment
3 people
Charge batteries
Fill coolers
2 people
Inspect the site
3 people
Set up the registration desk
3 people
Set up jury tables
4 people
Set up audience seating
4 people
Mark the start and finish areas
4 people
Set up jumping and throwing fields
5 people
Set up the hurdles and mats
4 people
Test the PA system
2 people
Test race clocks
2 people
Hang up signage
2 people
Prepare catering
3 people
Stock the jury tables
2 people
Set up registration desk
2 people
Prepare first aid supplies
2 people
Brief volunteers
2 people
Welcome the judges
2 people

Event

Register participants
4 people
Hand out race numbers
3 people
Carry out the final course check
3 people
Handle the opening announcements
2 people
Gather starting groups
3 people
Supervise races
8 people
Record times
3 people
Record attempts and distances
5 people
Give the starting commands
2 people
Staff the course checkpoints
6 people
Inform the audience
Serve drinks
3 people
Refill drinks
2 people
Serve the fruit and snacks
2 people
Empty trash bins
2 people
Move competition equipment
4 people
Check results
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Make the Closing Announcements
See participants off
2 people
Collect competition forms
2 people

Aftercare

Clear the site
5 people
Clear hurdles and mats
4 people
Clear tables and chairs
4 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clean up catering
3 people
Clean the grounds
4 people
Publish results
2 people
Sort lost property
Clean equipment
3 people
Store the materials
3 people
Return borrowed items
2 people
Email the results to participants

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 2
Jury tablesqty 8
Catering tablesqty 4
Folding chairsqty 80
Bar stoolsqty 4
Tableclothsqty 12
Clothes racksqty 2

Sports equipment

Starting blocksqty 8
Hurdlesqty 20
High jump uprightsqty 2
High jump barsqty 4
High jump matsqty 2
Takeoff boardsqty 2
Measuring tapesqty 6
Measuring sticksqty 4
Bulletsqty 4
Discus throwqty 4
Spearsqty 6
Relay batonsqty 12
Conesqty 40
Marker discsqty 50
Barrier tapeqty 6
Starter pistol
Starting pistol blanksqty 2
Finish ribbonsqty 6
Competition flagsqty 12
Race bib beltsqty 180
Jury clipboardsqty 20
Writing boardsqty 10
Judging vestsqty 20
Volunteer vestsqty 15
Medal ribbonsqty 60
Medal holdersqty 60
Trophiesqty 12
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 10
Sun umbrellasqty 4

Equipment

Electronic time clocksqty 3
Stopwatchesqty 8
PA system
Speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Laptopsqty 3
Printersqty 2
Label printers

Lighting

Work lightsqty 4
LED lanternsqty 8

Decorations

Wayfinding signsqty 14
Start and finish bannersqty 4
Directional signsqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 12
Thermos bottlesqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 4
Broom setsqty 4
Mopsqty 4
Hand broomsqty 4
Sink basinsqty 4

Catering

Groceries

Tips

Set the competition schedule before sending invitations. Include reporting times, warm-up periods and the order of track and field events so participants know when to arrive and officials can cover every discipline.
Close registration early enough to process entries, collect dietary requirements and prepare the final participant list. Use the final list to create start lists, sort bib numbers and print match forms rather than doing this during check-in.
Confirm jury members and volunteers at least 7 days before the competition. Assign specific roles for registration, starting, timing, judging, equipment and results, then send judging instructions before the event.
Inspect the site and check all equipment before competition day. Test the PA system, electronic timing clocks and stopwatches, and verify that start blocks, hurdles, landing mats, measuring equipment and throwing implements are available and safe.
Prepare a weather backup plan before the forecast becomes urgent. Follow the forecast from 3 days before the event, secure party tents and tables, and decide when participants will receive an update if conditions affect the schedule.

Frequently asked questions

How far in advance should I organise a track and field competition?: Start planning at least 8 to 12 weeks ahead if you need permits, reservations, officials and volunteers. Open registration early, then use the final 7 days for confirmed entries, start lists, equipment checks and participant instructions.
When should registration close for a track and field competition?: Close registration 5 to 7 days before the competition when possible. This leaves time to process entries, confirm dietary requirements, prepare bib numbers and print accurate start lists and match forms.
How many officials and volunteers do I need for a track and field competition?: The number depends on the disciplines and timetable, but assign at least one responsible person to registration, starting, timing, each active field event, results and participant support. Confirm every role at least 7 days beforehand so gaps can be filled.
What should I check the day before a track and field competition?: Check the site, permits, event equipment, PA system, timing devices, bibs, forms, medals and refreshments the day before. Charge batteries, fill coolers and set aside the materials for registration and jury tables before setup begins.

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.