Sports day planning checklist for inter-house competition

Use this checklist to run a sports day that includes every house. Work through it in order, from the date to the day itself.

1. Book the date and a backup
2. Assign roles
3. Choose events for every skill level
4. Check the equipment
5. Plan medical cover and allergy information
6. Complete a risk assessment
7. Tell families what to bring
8. Plan the day-of extras
9. Record the results

1. Book the date and a backup

Choose the date early in the term, and book a backup date in case of rain. PE Hub's sports day guide recommends both. Medical Tracker says to put the backup date in the school diary. Bishop Sport adds that a backup plan should cover poor weather generally.

2. Assign roles

Give staff or volunteers defined roles: event leaders, scorekeepers and first aiders. PE Hub's guide names these three roles. PE Hub's printable checklist asks you to allocate roles and responsibilities for the day, and Bishop Sport asks that everyone knows their role before the day.

3. Choose events for every skill level

Plan a range of activities for different skill levels. Bishop Sport recommends this. PE Hub's guide suggests adapted activities and buddy systems for pupils who need them. Spread the ability within each house team, so one house does not start with all the fastest runners. Medical Tracker recommends this.

4. Check the equipment

Check you have enough cones, bibs, batons, stopwatches and signage. PE Hub's guide lists these. Bishop Sport also lists markers, whistles and measuring tapes.

5. Plan medical cover and allergy information

Make sure first aid is ready on the day. Medical Tracker recommends:

• first aid trained staff on site throughout the day
• first aid kits checked and up to date
• allergies and medical conditions highlighted, with the information shared with staff

PE Hub's checklist adds a first aid and sun safety station.

6. Complete a risk assessment

PE Hub's guide says to carry out a thorough risk assessment and brief staff on it. Its printable checklist lists health, safety and risk assessment documents as a planning item.

7. Tell families what to bring

Tell parents what their children need: PE kit, a water bottle, a hat and sunscreen. Include the timings and the lunch arrangements. PE Hub's guide lists these. Medical Tracker recommends a reminder to parents shortly before the day, with the date, venue and timings.

8. Plan the day-of extras

• Refreshment stations or snack breaks. PE Hub's printable checklist lists refreshment stations, and PE Hub's guide includes snack breaks in its timetable.
• Certificates or medals. The same checklist lists them, and Bishop Sport suggests certificates for participation and sportsmanship.
• Awards that match your house system. Medical Tracker suggests house points, stickers, ribbons or rosettes.

9. Record the results

Post each house's points and results soon after the day, so the standings are current. Keep a record of who was awarded what and why. The house points rules guide explains how to set this up fairly.