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The Essential 8-Point Athletic Director Checklist

Updated: Jun 26

Whether you’re an athletic director at a high school, college, or university, game days are when all your planning and preparation come to life. 


Looking for a high school athletic director checklist for a basketball game or a college athletic director checklist for a football match? 


This athletic director checklist is your go-to guide, designed to help you nail every aspect of the event - from setting up the venue to wrapping things up at the end of the day. 


Let’s get into it!


1. Venue and Field Preparation

  • Venue Inspection: Conduct a thorough walkthrough of the entire venue to ensure all facilities are pristine, secure, and ready for action.

  • Field/Court Setup: Make sure that your playing surfaces are impeccably marked and equipped, including proper placement of goal posts, nets, and essential equipment.

  • Equipment Verification: Systematically check that all equipment, from team uniforms to balls, is present, accounted for, and in excellent condition.

2. Personnel and Communication

  • Officials and Staff Coordination: Provide referees and umpires with schedules and essential information well in advance. Conduct a pre-game briefing to clarify duties.

  • Emergency Medical Preparedness: Position medical personnel strategically and ensure all first aid resources are fully stocked and AED's are serviced.

3. Logistics

  • Team Arrival and Check-In: Facilitate a smooth check-in process for teams, offering a warm welcome and addressing any last-minute needs.

  • Scoreboard Check: Ensure scoreboards are set up and functioning properly; have a back-up scoreboard available if needed.

  • Efficient Ticketing System: Oversee a hassle-free ticketing operation, both online and onsite, to enhance spectator entry flow.

4. Safety and Security

  • Security Measures: Collaborate with security teams to encourage a safe environment for everyone.

  • Weather and Contingency Planning: Monitor weather conditions closely and have backup plans ready, communicating any changes through various channels.

5. Media and Engagement

  • Media Liaison: Ensure a smooth media presence by managing credentials and organizing press areas.

  • Social Media Interaction: Engage with your audience in real-time through social media, offering updates and interactive content.

6. Enhancing the Spectator Experience

  • Seating and Facilities: Ensure all seating is accessible and facilities are well-maintained with clean and stocked restrooms.

  • Concessions and Merchandise: Confirm that concession stands are ready to serve an array of refreshments and that merchandise booths are stocked with spirit items to boost fan support.

7. Event Extras

  • Halftime Shows and Themed Days: Organize engaging halftime entertainment and special theme days like "School Spirit Day."

  • Live Streaming and Digital Engagement: Offer live streaming options and continuous social media coverage, including live scores and fan reactions, to engage with remote supporters. 

8. Post-Game and Recognition

  • Post-Game Cleanup: Implement a quick and thorough cleanup strategy to maintain venue standards post-event.

  • Athlete and Team Celebrations: Celebrate team and individual achievements publicly to encourage a strong sense of community.

Using this athletic director checklist and the right athletic director forms makes sure you’ve got all your bases covered, from everyday tasks to big-picture planning.  This checklist won't just make your job easier; it'll also improve the experience for everyone involved, proving just how effective you are as an athletic director.


Conclusion: How SportsKey Simplifies ADs Responsibilities

As we wrap up on our guide, it’s clear that running sports events smoothly requires solid support. That’s where a sports facility management software like SportsKey comes in handy. This specialized software is built to take the big administrative headaches that ADs often face.

With SportsKey, you can handle bookings and payments anytime, from anywhere.  This means you can say goodbye to getting tied up in manual schedules and endless paperwork. Plus, you have the ability to control lights and doors remotely, which adds a layer of security and convenience, which is especially important if you're managing multiple venues.

SportsKey also gives you a clear view of how your facilities are being used and how they're performing financially. This insight allows you to make informed decisions that enhance both efficiency and profitability. The platform's streamlined invoicing and payments not only save time but also promote financial transparency and accountability.


In short, SportsKey does more than just keep your schedule in check - it frees you up to focus on enhancing the sports experience for everyone involved, without the administrative hassle.


To find out how SportsKey can ease your day-to-day responsibilities and improve your operations, get in touch with our team for a quick demo of our software and answers to any questions you may have.


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