Track and field competition checklist

Use this checklist to organise a track and field competition in the right order, from choosing the format to packing away after the final event. The work is split across entries, officials, permits, equipment, volunteers, catering and race-day paperwork. Pay close attention to electronic timing, field-event equipment and weather plans: these are easy to leave until the last week. The complete plan covers 87 tasks and 76 items, so you can check each area without relying on memory.

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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 competition format
3 people
Determine disciplines and schedule
3 people
Reserve competition venue
Book officials
2 people
Reserve electronic timing
Check permits
Check insurance
Send invitations
2 people
Open registration form
Register participants
2 people
Process registrations
2 people
Compile start lists
2 people
Send participant confirmations
Collect dietary requirements
Assign volunteers
2 people
Arrange first aid staffing
Order catering
2 people
Order prizes and medals
Print race numbers
2 people
Print the starting lists
Create volunteer instructions
2 people
Check the weather forecast
Check materials
3 people
Do the shopping
3 people
Store catering chilled
2 people
Assemble starter packs
3 people
Inspect the site
2 people
Set up the registration desk
2 people
Set up the competition secretariat
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set out the course
4 people
Mark the start and finish lines
2 people
Set up barriers
3 people
Set out athletics equipment
4 people
Install anemometers
2 people
Set Up Timekeeping
3 people
Test sound system
2 people
Set up first aid table
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Sort bib numbers
2 people
Set up the jury tables
3 people
Prepare announcements
Brief volunteers
3 people

Event

Open registration
4 people
Hand out starter packs
3 people
Process late registrations
2 people
Lead the warm-up
2 people
Give the opening briefing
2 people
Bring participants to the start
3 people
Supervise races
8 people
Record times and results
3 people
Record technical results
3 people
Direct athletes to their events
3 people
Inform the audience
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Restock toiletries
Publish interim results
2 people
Announce the finals
Assist with the finals
6 people
Check final results
3 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Hand out final results
2 people
See participants off
3 people

Aftercare

Gather competition materials
5 people
Turn off timekeeping
2 people
Take down the sound system
2 people
Take down tents and decorations
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the grounds
5 people
Check competition venue
2 people
Publish results online
2 people
Send participant results
Inventory materials
2 people
Return borrowed materials
2 people
Return rental items
2 people
Clear away unused catering
2 people
Archive invoices and receipts

What to bring

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

Sports equipment

Starting blocksqty 8
Hurdlesqty 24
Relay batonsqty 12
Bulletsqty 6
Discus throwersqty 6
Discsqty 6
Javelin throwersqty 6
Spearsqty 6
High jump barsqty 4
High jump uprightsqty 2
High jump mat
Measuring tapesqty 6
Measuring sticksqty 4
Exchange slotsqty 8
Conesqty 40
Course tapeqty 4
Starter pistol
Starter pistol ammunitionqty 30
Red Flagsqty 8
White flagsqty 8
Windsocksqty 4
Sports watchesqty 6
Spare ballsqty 6
Jury casesqty 6
Clipboardsqty 12
Referee whistlesqty 12
Bib numbersqty 250
Start number magnetsqty 500
Medalsqty 120
Cupsqty 24

Equipment

Electronic timing
Anemometersqty 2
Laptopqty 2
Printersqty 2
Extension cordsqty 8
Power stripsqty 6
Walkie-talkiesqty 12
Megaphone
Speakersqty 2
Microphoneqty 2

Furniture

Party tentsqty 3
Tablesqty 14
Chairsqty 80
Beer tablesqty 8
Jury tablesqty 6
Registration tablesqty 3
Waste binsqty 12
Drink coolersqty 4

Tableware

Reusable cupsqty 250
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20
Pitchersqty 12
Thermos flasksqty 8

Catering

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Buffet traysqty 8
Insulated boxesqty 4
Bread knivesqty 6
Cutting boardsqty 6
Pliersqty 12
Groceries

Cleaning

Hand soap dispensersqty 6
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Litter pickersqty 4
Toilet brushesqty 4

Lighting

Work lightsqty 6
String lightsqty 6

Decorations

Competition bannersqty 8
Directional signsqty 12
Info boardsqty 8
Program postersqty 20

Tips

Set the competition format and event schedule before opening entries. Allow enough time for track events, field-event attempts, warm-ups and movement between venues, then publish the final timetable with the entry form.
Book officials, first-aid cover and electronic timing early, preferably several weeks before competition day. Confirm who is operating the timing system and who records field-event results rather than assuming one person can cover both.
Close registrations before printing start lists, bib numbers and race paperwork. Send participant confirmations only after entries, age groups, disciplines and dietary requirements have been checked against the final schedule.
Check every technical item before the event, including starting blocks, hurdles, relay batons, throwing equipment, high-jump equipment, measuring tools, flags and spare balls. Test the starter pistol and ammunition arrangements, and keep a written backup for timing or scoring.
Make the race-day plan weather-ready at least 24 hours beforehand. Check the forecast, protect chilled catering, brief volunteers using clear instructions, and place clipboards, whistles, race numbers, medals and cups where the relevant officials can reach them quickly.

Frequently asked questions

How far in advance should I organise a track and field competition?: Start planning at least 8 to 12 weeks ahead. Reserve the venue, officials, electronic timing and first-aid cover first; open registrations only after the format and schedule are settled.
When should track and field competition entries close?: Close entries at least 7 days before the competition if possible. That leaves time to process registrations, compile start lists, print race numbers and send participant confirmations.
How many officials and volunteers do I need for a track and field competition?: The number depends on the disciplines and timetable, but assign one named lead for every competition area and one volunteer for registration and participant queries. Finalise the rota at least 1 week before race day so gaps can still be filled.
What should I check the day before a track and field competition?: Check the weather, venue access, equipment and paperwork 24 hours before the first event. Confirm timing, officials, first aid, catering, start lists, race numbers, medals and any permits or insurance requirements.

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.