LUCA has prepared a guide to help competition organisers plan and execute a track and field meeting. The guide is built on the experience of organising our own competition and supplemented with advice from the LICC and England Athletics. The guide is suitable for events ranging from varsity matches to larger competitions. We always welcome feedback to improve the guide. Please write to

 How to use this guide

  • Click on the hyperlinks to be directed to more information (note that some links are external links).
  • Remember that this is a guide and is not designed to provide an answer to every question about organising a track and field meet.
  • Read the whole guide in advance. Documents that are required on the day will need to be printed or ordered before race day. Give yourself plenty of time and prepare for the unexpected (printers breaking, delays in delivery etc).

The Guide

1) Appoint an Organising Committee and a Meet Director.

2) Follow the checklist below. The checklist can also be downloaded as a word document.

Before the event

1Venue BookingList of tracks in London
2Draft TimetableMore information here
3Draft Information SheetInformation Sheet Template
4UKA PermitMore information here
5Invite OfficialsMore information here
6Invite First AiderList of providers here
7Set deadline for entries if desiredOne week before event is advised
8Send entry sheet and publish documents onlineTeam Sheet Template
LUCA Guest Template
9Promote the eventPromote your event with LUCA and London Athletics (London events only)
10Purchase numbers and saftey pinsFirst4numbers
11Purchase medals Classic Minitures
12Process entries into spreadsheet (inc. number assignment and seeding)Template online soon

During the event

1Name/Number listList of all names and corresponding athlete numbers
2Numbers Organised by team where possible
3TimetablePrinted and displayed around the venue
4Catering for officials/volunteersLunch + refreshments. Think about how you will make hot drinks
5Field cardsTemplates here
6Track cardsBuy here
7Walkie TalkiesAvailable to hire from LUCA for £10. Email
8PermitPrint and display
9Officials expenses formsComing soon
10Withdrawal formsComing soon
11FloatMinimum £30 float full of change advised

After the event

Coming soon