Anniversary Gymnastics Competition Checklist

An anniversary gymnastics competition needs more than a competition schedule. You have to coordinate registrations, participant details, judges, volunteers, equipment, catering and the presentation on the day itself. Start with the venue and invitations, then lock in entries and staffing before ordering medals and printing paperwork. This checklist keeps the work in a usable order, including details that are easy to leave until the last week, such as jury forms, bib numbers, dietary requirements and the registration desk.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Send invitations
2 people
Open registration
Reserve competition venue
Invite the judges
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm judge lineup
Make the competition schedule
2 people
Put together start groups
2 people
Order prizes and medals
Determine catering quantities
2 people
Choose music for the competition
Write the presentation script
Print the competition rules
Send participant letter
Print the jury forms
2 people
Print start lists
2 people
Fill out certificates
2 people
Do the shopping
3 people
Check medals and cups
2 people
Prepare catering
3 people
Sort bib numbers
2 people
Prepare the registration desk
2 people
Set out clothing and materials
2 people
Pick up venue keys
Clean competition floor
2 people
Check gymnastics equipment
3 people
Set up gymnastics equipment
5 people
Set up jury tables
3 people
Set up audience seating
4 people
Set up registration desk
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Hang decorations
3 people
Connect the sound system
2 people
Test music and microphone
2 people
Prepare the jury forms
2 people
Prepare first aid supplies
Brief volunteers
2 people

Event

Receive the jury
2 people
Give the jury briefing
2 people
Receive participants
3 people
Hand out race numbers
2 people
Welcome the audience
3 people
Give the opening speech
Lead the warm-up
2 people
Run the competition round
6 people
Collect scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Check the competition floor
2 people
Lead the second round of the competition
6 people
Open the buffet
3 people
Restock the buffet
3 people
Collect tableware
2 people
Check final standings
3 people
Prepare awards ceremony
3 people
Give the anniversary speech
Award medals and prizes
4 people
Take group photo
3 people
Farewell for participants
2 people

Aftercare

Take down the gym equipment
5 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Disconnect the sound system
2 people
Remove decorations
3 people
Collect lost and found items
2 people
Return keys
Return borrowed materials
2 people
Publish results
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 120
Jury tablesqty 6
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Drinking glassesqty 150
Coffee cupsqty 80
Mugsqty 40
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 16

Equipment

Sound system
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopqty 2
Printer
Power banksqty 4
Coolersqty 4

Sports equipment

Gym matsqty 12
Crash matsqty 6
Springboardsqty 2
Barsqty 2
Bridgesqty 2
Balance beamsqty 2
Ringsqty 2
Pegasus horsesqty 2
Conesqty 20
Bib numbersqty 100
Jury table numbersqty 6
Scoreboardsqty 6
Whistlesqty 4
Stopwatchesqty 4
First aid kit

Decorations

Anniversary bannerqty 2
Buntingqty 8
Balloon archesqty 2
Balloonsqty 150
Tableclothsqty 10
Anniversary numbers
Flower arrangementsqty 4
Photo backdrop

Lighting

LED light stringsqty 6
LED spotlightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Pitchersqty 8
Cooler cratesqty 4
Drink dispensersqty 4
Coffee filtersqty 100
Medal pouchesqty 100
Groceries

Tips

Close registrations early enough to check every participant’s details, collect dietary requirements and build start groups without rushing. Allow at least one week between the registration deadline and the competition.
Confirm the judge lineup before publishing the schedule. Print the competition rules and jury forms, and prepare spare copies so one missing sheet does not stop a rotation.
Check the venue layout against the equipment you need: jury tables, sound equipment, extension cords, power strips, mats, crash mats, springboards, bars, bridges and balance beams. Do a full equipment check at least one day before the event.
Prepare the registration desk before competitors arrive. Sort bib numbers, print start lists and participant letters, and place the printer, laptop and power supplies where volunteers can use them without blocking the entrance.
Order medals, cups and certificates before the final week. Check the delivery and count every item before competition day, then keep certificates, prizes and presentation notes together for the awards ceremony.

Frequently asked questions

How far in advance should I open registration for an anniversary gymnastics competition?: Open registration about 6 to 8 weeks before the competition. Close it at least 7 days beforehand so you have time to verify participant details, assign start groups and prepare the schedule.
When should I confirm the judges and volunteers?: Invite judges as soon as the venue and competition date are confirmed, ideally 8 to 10 weeks ahead. Confirm the full judge lineup and volunteer assignments no later than 2 weeks before the event.
How many copies of the competition paperwork should I print?: Print one start list for each registration or information point, one jury form for every judging assignment, and at least 10% spare copies. Have the rules and participant letter ready at least 3 days before the competition.
When should I check the gymnastics equipment and sound system?: Check the sports equipment, microphones, speakers, laptop, printer, extension cords and power strips at least 24 hours before the event. Test the sound system in the actual venue and keep power banks available for the competition day.

Start this plan in Lizzt

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