Sports Day Planning Checklist

Sports Day Planning Checklist - A Complete Guide to Organising Sports Day

Sports Day season is upon us and if you haven’t already begun planning for the event then you soon will be.

It’s an important day in the school calendar and one that children, parents and teachers look forward to. So, it's understandable if you’re feeling the pressure to get it just right. But don’t panic Twinkl is here to help.

Before you lock yourself away in the sports cupboard, take a read of our Sports Day planning checklist. It will help you overcome those planning hurdles to ensure your day goes off without a hitch.

Sports Day Planning Checklist

We can divide our Sports Day planning checklist into sections to help you navigate each phase of the planning process. Feel free to read from the beginning or skip to the part you need.

Choosing a date

1. Get a date in the diary. We know how busy the summer term can be, so it’s important to reserve a date early on in the year. Talk about it in a staff meeting to make sure everyone is aware and then get it fixed in the school diary.
2. Tell parents and carers. Once the date has been confirmed, the next thing to do is to communicate this with parents and carers. If they want to come and watch they may need to plan time off in advance. Make sure the date goes out in newsletters or emails and is displayed online for them to see.

Location

1. Choose a location for your Sports Day. This might be a school field or sports hall, or you might decide to rent a space from a local sports centre.
2. Have a backup plan. If your Sports Day is going to be outside have a backup plan in case the Irish weather doesn’t hold out. Your backup plan could consist of a ‘reserve Sports Day’, which is an alternative day for the event to run on. Or you might consider moving the event inside.
3. Carry out a risk assessment. This is most important. Once you have decided on the location, carry out a risk assessment to ensure you have plans in place to deal with any eventuality.

Events

1. Decide on the events that will take place. Make a list of the events that will take place on the day.
2. Audit the equipment required for each event. Check that you have enough equipment well in advance of the day. Make sure it is in working order and that you have enough for each event to run at the same time.

Practise

Give children a chance to practise the events that will take place on Sports Day. Knowing what to expect can go a long way to helping them enjoy the event. It will also help settle any nerves they have relating to the day.

1. Share a list of events with teachers and coaches. This will help them plan ahead and build practise sessions into their timetables.
2. Use PE lessons as an opportunity to practise. PE lessons are a perfect chance to practise the events that will take place on Sports Day. During these times children can be taught techniques and team strategies.

Teams

1. Organise the teams. Many schools like to organise teams by houses. Children often remain in these groups throughout their time at school. If your Sports Day is a school-wide event it can be a nice idea to organise mixed year group teams. This helps develop a sense of the wider school community.
2. Consider siblings. When organising the teams bear in mind that parents may be coming to watch. If they have more than one child, splitting their time between them can be hard. So perhaps consider placing siblings within the same team. Children will love it, and parents will be grateful too.

Setting up

1. Enlist help. Setting up an entire Sports Day alone is a big undertaking so enlist some help. Older children will love the responsibility of helping to organise the day, and it will be good for their development. Parents are often willing helpers too. Consider asking members of your parent association to get involved.
2. Make a clear list of instructions for staff and helpers. Writing a clear set of instructions for your assistants means they can get on with tasks independently. Leaving you to oversee everything that's happening.
3. Floor plans and signs. Create a quick floor plan and use signs to show where each event will be taking place. This will make it easier for your helpers to know where to place the equipment.

Safety

As always, safety is the most important factor to consider on the day. With lots of children, visitors and equipment around, it's even more important to complete a thorough risk assessment.

Things to consider are:

1. First Aid Station. Make sure there is a designated area for first aid. Make sure a first aider remains there at all times and everyone knows where to go if they need help.
2. Medications. If children need medications throughout the day make sure there is a designated adult to administer these. It can be easy to forget amongst the excitement of the day. Also, if a child suffers from asthma or allergies, make sure their inhalers, EpiPens or anything else they need is carried with them.
3. Safeguarding. All the usual safeguarding rules apply. This is particularly important when it comes to taking photographs. Parents and carers may be keen to take photos, but they must respect the safeguarding rules. These are in place to ensure the safety and privacy of all the children taking part.
4. Grounds. If you are holding Sports Day at school be mindful of who is entering the school grounds. Keep the usual protocol for visitors in place. If you’re running the event in a public space treat it as you would a school trip. Ensure children are aware of the boundaries and remind adults to be vigilant at all times.

Refreshments

1. Water bottles. Remind children to bring their own water bottles and carry them with them from each event. Keeping refreshed while doing sport is key. To prevent water bottles from getting in the way, create an area at each station to place the water bottles. This could be in a box, inside a hoop or on a mat.
2. Healthy refreshments. If you plan on having refreshments, make sure they are healthy and be aware of any allergies children may have.

Running the Event

1. Explain how the day will run. Before the events begin gather staff, children and spectators together. Introduce the day, explain how it will run and be sure to speak about safeguarding.
2. Staff at each station. Make sure there is a member of staff at each station to man the event. Older children may be there to help record and coordinate, but an adult should always be present to ensure safety.
3. Score sheets work out a system for scoring the events. This could be a sheet that travels with the team from event to event. Or it could be an individual record at each station. At the end of all the events, the scores should come together for the totals to be worked out. We have some ready-made score sheets available on our site that you might find useful.

Award Ceremony

1. Print some certificates, stickers and awards. You can use our resources at your award ceremony to celebrate children's achievements and efforts.
2. Make sure everyone is acknowledged. Sports Day is as much about taking part as it is winning. Remember this when planning your awards.

After the Event

1. Enlist your helpers again. Don’t get left with the mammoth task of tidying away on your own. Direct your helpers as many hands make light work.
2. Time to wind down. Sports Day generates a real buzz of excitement. After the event children (and teachers) will need some time to wind down before diving into learning again.
3. Give children time to reflect. Children will go through a whole range of emotions during a sporting event. It's nice to give them the chance to reflect and talk about these.

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Sample agenda for a school sports day celebration:

1. Opening Ceremony:Welcome Address: The principal or a designated speaker welcomes everyone and sets the tone for the day.Lighting of the Torch: Symbolic torch relay by sports captains or students.March Past: Parade by students from different houses, led by house captains.
2. Track and Field Events:Sprints: Races for different age groups.Relays: Teams compete in relay races.Sack Race: Fun race where participants hop in sacks.Three-Legged Race: Tied pairs run together.Obstacle Race: Navigate obstacles swiftly.Skipping Race: Speedy skipping with a rope.
3. Physical Displays:Aerobics, Zumba, or Yoga: Energetic performances by students.Tug-of-War: House teams compete in a friendly battle.
4. Guest of Honor:The chief guest addresses the gathering.Takes the salute during the March Past.
5. Medal and Certificate Distribution:Winners receive medals and certificates.Appreciation from the chief guest.
6. Closing Ceremony:Vote of Thanks: Express gratitude to all participants, staff, and guests.School Anthem: Sing the school anthem together.

Remember, sports day is not just about competition; it’s a celebration of teamwork, physical fitness, and school spirit!