Acrogym competition checklist: what to arrange and when

An acrogym competition needs more than a competition floor and a running order. You need to secure the venue, set the rules, invite judges, process registrations, collect music files, and coordinate volunteers before competition day. This checklist also covers details that are easy to leave too late, such as dietary requirements, printed participant lists, medal deliveries, power supplies, and testing the sound system. Work through the plan in order so the final setup is about checking, not improvising.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve competition venue
Set the match rules
2 people
Invite the judges
Define competition elements
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Gather music files
Assign volunteers
2 people
Put together start groups
2 people
Confirm judge lineup
Create the program
2 people
Send participant information
Order prizes and medals
Book catering
Check the shopping list
2 people
Prepare print materials
2 people
Test music playback
2 people
Inspect competition floor
2 people
Do the shopping
2 people
Check medals and prizes
Print participant list
Pick up venue keys
Lay the competition floor
6 people
Set up jury tables
3 people
Set up the grandstand
4 people
Set up the reception desk
2 people
Set up the catering table
2 people
Connect the sound system
2 people
Lay out jury supplies
2 people
Lay out bib numbers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare first aid supplies
Securely cordon off the competition floor
2 people
Test equipment and music
2 people
Give the jury briefing
3 people
Give volunteer briefing
4 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out race numbers
2 people
Welcome the audience
3 people
Handle the opening announcement
Lead the warm-up
2 people
Play start music
Guide competition rounds
4 people
Start the music for each routine
Collect judging forms
2 people
Enter scores
2 people
Guide participants
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Handle jury questions
2 people
Check results
2 people
Prepare awards ceremony
3 people
Handle prize ceremony
3 people
Take group photo
2 people
See the audience out
3 people

Aftercare

Archive jury forms
2 people
Turn off the sound system
2 people
Clean up catering
3 people
Dismantle competition floor
6 people
Dismantle furniture
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Check sanitary areas
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Publish results
Thank participants
Share photos

What to bring

Grouped the way you'd shop for it, with quantities.

Sports equipment

Acrogym floor
Landing matsqty 8
Heating matsqty 12
Marker discsqty 20
Barrier tapeqty 2
Bib numbersqty 40
Bib holdersqty 40
Athletic tapeqty 6
Jury table screensqty 6
Medalsqty 45
Cupsqty 12
Prize bagsqty 45

Furniture

Tablesqty 14
Chairsqty 90
Foldable tablesqty 4
Clothes racksqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving traysqty 8

Equipment

Laptopsqty 3
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Sound system
Wireless microphonesqty 2
Speakersqty 2
Music player
Rechargeable batteriesqty 12

Office

Jury formsqty 200
Program leafletsqty 150
Participant listsqty 10
Score sheetsqty 100
Clipboardsqty 12
Ballpoint pensqty 40
Markersqty 12
Paper cutter
Printer paperqty 2
Name stickersqty 150
Pen holdersqty 6

Decorations

Competition bannerqty 2
Direction arrowsqty 12
Announcement signsqty 8
Stage backdrop

First aid

First aid kit
Cooling packsqty 10
Disposable glovesqty 20
Disinfectant gelqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 30

Lighting

Battery lampsqty 6

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Coffee filtersqty 200
Sugar bowlsqty 4
Milk jugsqty 4
Groceries

Tips

Set the competition rules and elements before opening registration. Participants need clear information about categories, requirements, music, and deadlines before they sign up.
Confirm the judge lineup and volunteer assignments before creating the program. Build start groups only after registrations have been processed, so the running order reflects the actual entries.
Collect music files before competition week and test every file on the planned music player. Keep a backup copy on a laptop and check that the sound system, speakers, microphones, extension cords, and power strips work together.
Inspect the competition floor and arrange the acrogym floor, landing mats, heating mats, marker discs, and barrier tape before doors open. Leave enough time to correct the layout rather than discovering a problem when athletes are waiting.
Prepare participant lists, jury forms, program leaflets, bib numbers, and bib holders in advance. Check medals and prizes when they arrive, and schedule catering around the competition timetable, including collected dietary requirements.

Frequently asked questions

How far in advance should I start planning an acrogym competition?: Start at least 8 to 12 weeks before the competition. Reserve the venue, define the rules, invite judges, publish registration, and order medals early; use the final 1 to 2 weeks for confirmations, printing, shopping, and equipment checks.
When should acrogym competition registrations close?: Close registrations at least 3 to 4 weeks before the event. That gives you time to process entries, collect dietary requirements, create start groups, confirm the judge lineup, and publish the program.
How many judges and volunteers do I need for an acrogym competition?: The exact number depends on your match rules and the number of groups, but assign roles at least 2 weeks beforehand. Confirm the judge lineup separately and give volunteers clear duties for registration, floor setup, music, catering, and results or paperwork.
When should I test the music and competition equipment?: Test music playback and the complete sound setup during the week before the competition, then run a final check on the day. Inspect the floor, mats, markers, barriers, microphones, rechargeable batteries, power supplies, and jury table screens before participants arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.