Planning a school sports day is always an exciting yet stressful process.

Things like the budget, location, activities and facilities need to be organised. A school sports day is a fun learning experience for students, it teaches team work, leadership and healthy competition.

Planning Stage

During the planning stage, it is important to develop a clear and effective communication method with other staff whom are involved in the planning and execution of the sports day. You could, for example, set up daily email threads and weekly meetings to discuss progress and outstanding tasks that are yet to be actioned.


Your budget should be an educated guess, estimating how much you expect to spend. It is important to consider factors such as:

  •          Location hire costs if you’re not having it onsite
  •          Catering (if students will have food provided)
  •          Activity equipment costs
  •          Transportation costs (if the sports day will be held at your local running track)

You should always do your research to shed light on average costs, this way your budget is realistic and you and your team are aware of the average price and expected spend amount.


The location of your school sports day needs to be organised during the early stages. You have the option of holding the school sports day on the school oval or hiring out a running track for the day.

Safety Gates & Crowd Control

Temporary fencing is an ideal barricade as it is cost efficient, quick to erect and can be used as an advertising medium for your school. Crowd control barriers can be used to form lines for the bathrooms and lines to purchase food.

Catering Options

Your students will need energy, plenty of it. Will your students be required to bring food from home? Will you have a canteen open on the day or will you be providing food and drinks for the day? These are all factors that must be organised and made clear to fellow staff-members and students.


Your school sports day must have a designated first aid area, and designated toilets. Most schools have taps located around the area however it is a good idea to purchase extra water bottles and even sending notices home to parents requesting that children come prepared with water.


If you are organising to hold the school sports day on your school property, you will need to organise the sport activities as well as the related equipment that you will need for each station/sports activity.

UV Protection

School sports days are hosted outside so it is important to have a large supply of sunscreen available for the kids. Sending notices home to parents requesting that all children must come equip with hats is also a good way to ensure that no one gets burnt!

Don’t Forget to Have Fun

School sports days are supposed to be fun – so don’t forget to enjoy the moment alongside your students!

Have you helped organise a school event before? What would be your most important tip? Share with us in the comments.

  • Great tips, thanks.


  • So pleased I did all that sort of organising way back in the 70’s and 80’s. It would be so much harder to do this now with all the PC police around.


  • Hats also protect your eyes from excessive sunlight. It can actually scar your actually eyes.
    Greater risk of cataracts too.


  • I enjoy going to cheer the kids on at sports carnivals, can’t say anything I’ve ever considered helping set it up


  • All great tips especially the sun protection.


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