Track and field competition checklist

A track and field competition depends on more than lanes, field events and a start signal. You need a clear event programme, confirmed entries, assigned officials and volunteers, and equipment checked before athletes arrive. This checklist takes you from booking the venue and opening registration to setting up tents, tables, registration and competition areas. It also helps you handle details that are often left until the last minute, such as medical contacts, dietary requirements, printed start documents and weather checks.

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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

Reserve competition venue
Define competition elements
2 people
Draw up competition rules
2 people
Create the match schedule
2 people
Send invitations
Publish registration form
Process registrations
2 people
Collect dietary requirements
Schedule officials and volunteers
2 people
Compile start lists
2 people
Assign start numbers
2 people
Confirm participants
Order prizes
Collect medical contact details
Check the weather forecast
Do the shopping
2 people
Print the start documents
Check competition equipment
2 people
Set out prizes
Assemble starter packs
3 people
Inspect the site
3 people
Mark off the competition area
4 people
Set up the tents
4 people
Set up tables and chairs
4 people
Set up registration
2 people
Set up judges' table
2 people
Mark the finish area
3 people
Mark start zones
3 people
Check the long jump pit
2 people
Check the high jump mat
2 people
Lay out throwing materials
3 people
Test timekeeping
3 people
Test sound
2 people
Chill drinks
2 people
Set up coffee station
2 people
Set up catering
3 people
Brief volunteers
2 people
Conduct the jury briefing
3 people

Event

Staff the registration desk
2 people
Register participants
3 people
Hand out race numbers
2 people
Welcome the audience
2 people
Give the opening briefing
2 people
Call up the start groups
2 people
Supervise races
8 people
Record times and results
4 people
Move competition equipment
4 people
Monitor safety along the course
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Empty trash bins
2 people
Publish interim results
2 people
Announce the finals
Assist with the awards ceremony
3 people
Hand out final results
2 people
See participants off
2 people

Aftercare

Clear away start and finish equipment
4 people
Gather sports equipment
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
4 people
Switch off equipment
2 people
Archive results
Email results to participants
Return borrowed materials
2 people
Store leftover stock
2 people
Hand over the competition venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 40
Jury tablesqty 3
Changing matsqty 4

Sports equipment

Starting blocksqty 8
Hurdlesqty 12
Relay batonsqty 8
Bulletsqty 4
Discus throwqty 4
Javelin throwersqty 4
Long jump rakesqty 2
Measuring tapesqty 4
Measuring sticksqty 4
High jump barsqty 4
High jump matsqty 2
Conesqty 30
Marker discsqty 40
Starter pistol
Starting pistol cartridgesqty 30
Stopwatchesqty 8
Round signsqty 2
Anemometersqty 2
Cable reelsqty 4
Extension cordsqty 6
Walkie-talkiesqty 8
Whistlesqty 8
Clipboardsqty 12
Pensqty 50
Bib numbersqty 250
Safety pinsqty 500
Competition bibsqty 30
Prizesqty 30
Medalsqty 60
Barrier tapeqty 8
Crowd barriersqty 20
Directional signsqty 12
Whiteboardsqty 3
Whiteboard markersqty 12
Calculatorsqty 4

Equipment

Speakersqty 2
Microphoneqty 2
Audio mixer
Laptopqty 2
Printer
Power banksqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Serving jugsqty 4

Lighting

Work lightsqty 4
String lightsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
First aid kitsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Set a registration deadline early enough to compile start lists, assign numbers and confirm participants before competition day. Keep time for corrections rather than printing documents immediately after entries close.
Build the schedule around equipment and officials, not only the number of athletes. Field events may need measuring tapes, rakes, standards, mats or throwing equipment to be available at the same time.
Check competition equipment before setup day. Test stopwatches, the starter pistol and cartridges, anemometers, speakers, microphone, laptop and printer so a missing cable or flat battery does not delay the first event.
Plan the site layout before volunteers arrive. Mark the competition area, place jury tables, registration tables, changing mats and tents, and keep clear routes between track events and field-event areas.
Check the weather forecast at least 24 hours before the competition and again on the morning itself. Confirm where athletes, officials and equipment can shelter, and protect printed start documents and electronic equipment from rain.

Frequently asked questions

How far in advance should I organise a track and field competition?: Start venue booking and competition planning at least 8 to 12 weeks ahead. Open registration early enough to allow time for entries, dietary requirements, medical contact details, officials, volunteers and the final schedule.
When should I create the start lists for a track and field competition?: Create provisional start lists as soon as registration closes, then confirm them 3 to 7 days before the event. Print the final start documents after participant changes, start numbers and event times have been checked.
How many officials and volunteers do I need for a track and field competition?: The number depends on how many events run at once, but assign every competition area a named official and at least one support volunteer. Finalise the rota 1 to 2 weeks before the event so people know their station and shift.
When should I set up the track and field competition venue?: Inspect the site and check the equipment on the day before if possible. Set up tents, tables, chairs, registration and marked competition areas several hours before the first event, leaving time to test the sound system and resolve missing items.

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