Track and field competition checklist

A track and field competition depends on details that are easy to leave until the last week: confirmed officials, accurate start lists, tested timing equipment and enough trained volunteers. Use this checklist to work through the event in order, from defining the competition programme and booking the track to preparing bibs, medals and race packets. It also covers practical arrangements such as changing rooms, parking, catering, first aid and weather checks.

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

Define Competition Elements
2 people
Check the competition rules
2 people
Reserve the athletics track
Reserve changing rooms
Record officiating
2 people
Assign judges
2 people
Arrange first aid staffing
Send invitations
2 people
Open registrations
Recruit volunteers
2 people
Send parking information
Collect dietary requirements
Process registrations
2 people
Prepare start lists
2 people
Assign start numbers
2 people
Place medal order
Order catering
2 people
Checking prizes
Create volunteer schedule
2 people
Check the weather forecast
Do the shopping
3 people
Assemble Race Packets
2 people
Sort bib numbers
2 people
Check sports equipment
3 people
Test electronic timing
2 people
Inspect the track and field
2 people
Put up signage around the site
3 people
Set up tables and chairs
4 people
Set up the jury tent
3 people
Set up the registration table
2 people
Set up catering point
3 people
Chill drinks
2 people
Set up the starting blocks
2 people
Set up hurdles
3 people
Prepare the jumping pits
3 people
Check throwing circles
2 people
Test the PA system
2 people
Give the jury briefing
3 people
Give volunteer briefing
2 people

Event

Receive participants
4 people
Hand out bib numbers
3 people
Welcome the audience
3 people
Handle the opening announcement
Supervise competition events
8 people
Hand out start lists
2 people
Record times
3 people
Register attempts
4 people
Call participants
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve sandwiches and fruit
3 people
Keep the site clean and safe
2 people
Staff first aid point
2 people
Check results
2 people
Run the medal ceremony
4 people
Handle the closing announcement
See participants off
3 people

Aftercare

Gather sports equipment
4 people
Clear away the hurdles and starting blocks
3 people
Take down the jury tables
3 people
Dismantle the catering point
3 people
Collect waste
3 people
Wash dishes
2 people
Clean changing rooms
2 people
Clean the grounds
4 people
Publish results
Thank participants
2 people
Return borrowed materials
2 people
Store leftover catering
2 people

What to bring

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

Sports equipment

Starting blocksqty 8
Hurdlesqty 20
Relay batonsqty 12
Bulletsqty 6
Throwing spearsqty 6
Discus throwsqty 6
High jump barsqty 4
High jump uprightsqty 2
Barrier boardsqty 3
Measuring tapesqty 6
Measuring sticksqty 3
Conesqty 40
Marker discsqty 30
Starter pistol
Spare pistol
Start flagsqty 4
Competition hammersqty 2
Anemometersqty 2
Judge clipboardsqty 12
Stopwatchesqty 8
Whistlesqty 8
Bib numbersqty 180
Safety pinsqty 400
Medal packagesqty 30
Result boardsqty 4

Furniture

Foldable tablesqty 12
Folding chairsqty 40
Jury tent
Party tentsqty 3
Crowd control barriersqty 20
Clothes racksqty 4

Equipment

Electronic timing
Laptopqty 2
Printer
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8

Catering

Coolersqty 6
Drink dispensersqty 4
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Corkscrewsqty 2
Groceries

Safety

First aid kitsqty 2
Ice packsqty 20
Safety vestsqty 20
Flashlightsqty 6

Lighting

LED lampsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6

Tips

Confirm the competition elements and rules before opening registration. This gives you a fixed list of events, age groups and eligibility requirements for the start lists and race packets.
Book the track, changing rooms and jury tent early, then check the layout at least one week before competition day. Allow space for officials, result boards, crowd barriers and equipment tables.
Test electronic timing before the event and keep a backup plan ready. Check the starter pistol, spare pistol, stopwatches, anemometers and measurement equipment rather than assuming everything works.
Prepare bib numbers, safety pins, start numbers and race packets after registrations close. Sorting them by event or athlete prevents delays when competitors check in.
Build the volunteer and officials schedule around the running order, with first aid coverage in place for the full competition. Send parking details and collect dietary requirements before ordering catering.

Frequently asked questions

How far in advance should I organise a track and field competition?: Start planning at least 8 to 12 weeks before the competition. Book the athletics track and changing rooms first, then confirm officials, open registrations and order medals and catering once numbers are clearer.
How many officials and volunteers are needed for a track meet?: The number depends on the programme, but assign every event a named judge and allow at least 2 to 3 volunteers for registration, race packets, equipment and results. Add separate first aid staffing and timing support rather than combining those roles.
When should I prepare start lists and race packets?: Close or review registrations 5 to 7 days before the event, then prepare start lists, start numbers, bibs and race packets. Keep a small supply of spare bibs and safety pins for late corrections or damaged items.
What equipment should I test before competition day?: Test electronic timing, the starter pistol and spare pistol, stopwatches, anemometers and all throwing and jumping equipment at least 24 hours beforehand. Check that measuring tapes, measuring sticks, hurdles, blocks and relay batons match the competition rules.

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.