My school had a sports day on Saturday. It was a really good event that was really well organized.
And as good as the organization was, I got a little frustrated with a few things, mostly how Google Calendar was ignored in favor of Google Docs and Sheets. Most of these were linked together, but still, trying to follow links and read documents on a mobile device -- in the sun -- was not the best experience, but with a few tweaks, I think it could be better.
1. Use Google Calendar
2. Put all information in the event description
I think this would make the information easier to disseminate and would give everyone a single place to look for the information.
Utilizing Digital Tools would also help cut down on paper. You could print out two or three copies for the event site and post information in a central location for teachers, students, and parents to view.
A bonus would be to put the directions in Google Calendar as I did in the video below.