Planning a sports day at a primary school is one of the most exciting—and sometimes daunting—events of the school year. From organising logistics to managing communications, a well-planned PE day creates memories for pupils, staff, and families alike. In this guide, we’ll walk you through the steps for planning a primary school sports day and offer a free downloadable Sports Day Organiser Checklist to help make the process stress-free and straightforward.
Why Planning a Sports Day Matters
Whether you’re a seasoned PE coordinator or a first-time organiser, planning a sports day requires a strategic approach. Poor planning can lead to disorganised schedules, safety oversights, and missed opportunities for pupil engagement. On the flip side, a well-organised sports day fosters teamwork, builds confidence, and strengthens the school community.
Key Steps to Plan a Primary School Sports Day
1. Set the Date (and a Backup)
Choose your ideal date early in the term and communicate it with staff and parents. Always have a backup date in case of rain.
2. Assign Roles and Responsibilities
Delegation is key. Assign staff or volunteers to roles such as event leaders, scorekeepers, first aiders, and parent liaisons. Clear communication helps everyone know what’s expected on the day.
3. Send Out Parent Communications
Inform parents about what their children need to bring (e.g., PE kit, water bottle, hat, sunscreen). Include details about timings, lunch arrangements, and whether parents are invited to spectate or volunteer.
4. Prepare Equipment and Resources
Check that you have enough cones, bibs, batons, stopwatches, signage, and other applicable equipment.
5. Consider Inclusivity and Safety
Make sure all children can participate by providing adapted activities or buddy systems. Carry out a thorough risk assessment and brief your staff on first aid and emergency procedures.
6. Plan the Event Flow
Create a clear timetable for the day, including arrival, warm-up, event rotations, snack breaks, and awards. You can see some ideas for races on our Sports Day Games Blog.
Download the Free Sports Day Organiser Checklist
To help you stay organised, we’ve created a free, Sports Day Organiser Checklist. It’s perfect for anyone planning a sports day in a primary school.