Planning a safe and successful school sports day

Author – Cliona Keogh May 2026

A school sports day or funday is a fantastic opportunity to bring pupils, staff, parents and the wider school community together. With some careful planning and clear responsibilities, schools can help ensure the day is not only enjoyable, but safe for everyone involved.  

Here are some key points to consider when organising a school sports day or fun day.

If the School Board of Management is taking full responsibility for organising and running the event, your Allianz insurance policy will automatically provide cover. Events run by Parents’ Associations under the direction and control of the Board of management, can also be included at the schools’ request  

If a third party is organising or managing all or part of the day, they should have their own insurance in place.

Before the event, schools should prepare a clear outline of all activities planned for the day. Knowing exactly what’s planned allows the school to properly assess risks and put suitable safety measures in place.

A documented risk assessment should be completed in advance. This should:  

• identify any risks associated with the event  
• set out control measures to protect pupils, staff and members of the public  
• confirm procedures for dealing with emergencies  

Risk assessments help schools demonstrate due care and good governance in the event of an accident.

If external providers such as caterers, entertainers or activity providers are involved:  

• each provider must have their own adequate insurance  
• the school should keep copies of insurance certificates on file  
• the providers should supply an indemnity to the school and your Board of Management 

This ensures that responsibility for their activities remains with the provider.

The location for the event should be:  

• fit for purpose, with appropriate space, surfaces and access  
• suitable for the age group and type of activities planned  

Any hazards should be identified and addressed in advance.

Schools should ensure that:  

• a first aid presence is available for the duration of the event  
• emergency procedures are agreed and communicated clearly

All organisers and volunteers should:  

• have clearly defined roles  
• understand what to do in the event of an incident or emergency  
• be aware of supervision requirements, particularly for higher risk activities

We recognise that inflatables can be popular at school events; however, Allianz views bouncy castles and obstacle courses as very high-risk activities. We generally recommend avoiding bouncy castles and inflatables, as they carry a higher risk of potential to cause serious injury.  

However, if it’s decided to proceed with inflatables, there are a few important steps that must be followed. The inflatable provider must be responsible for setting up and taking down the equipment. 

• The inflatable provider must provide trained staff to always supervise  
• The inflatable provider must have their own insurance in place, with a recommended limit of indemnity of €6,500,000. Schools should request proof of insurance and keep this on file. 
• Schools should confirm that the provider is insured to operate at school or public events, not just private hire   
• Do not sign a disclaimer accepting legal liability responsibility 
• A risk assessment should still be completed by the school before the event

If a school decides inflatables will be used, Allianz must be advised in advance. The following conditions must be followed:                    

• all sides of the inflatable including entrance / exit points and the rear must be supervised at all times  
• impact absorbing mats must be positioned at all entry / exit points of the inflatable when used on hard ground which must extend to a sufficient distance to be effective 
• no shoes are worn by any person using the inflatable     
• sharp articles of clothing and jewellery are removed before using the inflatable  
• users are appropriately grouped by age, with no adults permitted to use an inflatable at the same time as children                                                  
• no more than one child per 1.5 square metres of bouncing space is permissible (measure inflatable beforehand to know maximum capacity)                         
• the inflatable is not positioned within thirty metres of moving traffic                                         
• the inflatable is securely tied down / anchored in position                                            
• the inflatable must not be used in adverse weather conditions 

If you need advice or support when planning a school sports day or funday, our School Support Team are always happy to help.  You can contact us on 01 613 3966 or speak to your local Allianz representative.