Archery competition checklist: what to arrange and when

An archery competition needs more than bows, targets and a start signal. You need a confirmed shooting location, a clear format, documented safety rules and an accurate participant list before event day. This checklist takes you from registrations and team assignments to setting up the range, preparing scorecards and serving drinks and snacks. Use it to work through the details in order, including the equipment and backup items that are easy to overlook.

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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 the shooting location
Set competition format
2 people
Draw up safety rules
2 people
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Assign teams and start groups
2 people
Order prizes and medals
Check the weather forecast
Do the shopping
2 people
Check competition materials
2 people
Charge batteries
Chill drinks
2 people
Prepare snacks
3 people
Inspect venue
2 people
Mark out the shooting range
3 people
Set up goals
3 people
Install safety nets
3 people
Mark shooting lines
2 people
Set up tables and chairs
3 people
Set up the registration table
2 people
Set up the catering table
2 people
Lay out scorecards
Set out bow materials by group
3 people

Event

Receive participants
3 people
Register participants
2 people
Hand out arch materials
3 people
Give safety instructions
2 people
Guide the practice round
4 people
Guide First Competition Round
4 people
Process round one scores
2 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Guide round two of the competition
4 people
Process round two scores
2 people
Restock the buffet
2 people
Announce finalists
Lead the final
4 people
Check final scores
2 people
Present prizes
2 people
Serve the last drinks round
2 people
See participants off
2 people

Aftercare

Collect archery equipment
3 people
Take down goals and nets
3 people
Dismantle furniture
3 people
Collect waste
3 people
Clean dishes and equipment
3 people
Leave venue clean
3 people
Return borrowed items
2 people
Store leftover stock
Send results to participants

What to bring

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

Sports equipment

Recurve bowsqty 12
Spare bowsqty 2
Competition arrowsqty 72
Spare arrowsqty 24
Arrow quiversqty 12
Armguardsqty 12
Finger protectorsqty 12
Bow standsqty 12
Shooting targetsqty 6
Target facesqty 12
Goal standsqty 6
Safety netsqty 4
Arrow pullerqty 2
Scoreboardsqty 6
Starting bell
Bollardsqty 16
Barrier tapeqty 4

Furniture

Tablesqty 6
Chairsqty 36
Party tentqty 2
High tablesqty 3

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee cupsqty 40

Kitchen

Coolersqty 4
Thermos flasksqty 3
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Equipment

Portetalkiesqty 4
Megaphonesqty 2
Clipboardsqty 12
Pensqty 30
Calculatorsqty 2
Power banksqty 4
Extension cordsqty 3
Power stripsqty 3

Safety

First aid kitsqty 2
Safety vestsqty 6
Flashlightsqty 4

Decorations

Competition flagsqty 6
Prize ribbonsqty 12

Catering

Groceries

Tips

Confirm the shooting location and inspect it before inviting participants. Check where the shooting lines, targets, safety nets, tables and spectator areas will go, rather than trying to solve the layout on the day.
Set the competition format and safety rules before processing registrations. Share the rules with participants in advance and allow enough time to assign teams and starting groups from the final list.
Count and test the equipment for every group, including recurve bows, competition arrows, quivers, armguards and finger protectors. Keep reserve bows and arrows ready; a broken or missing item can stop an entire group.
Set up the range in a fixed order: place target stands and target faces, install safety nets, mark shooting lines, then add bollards and barrier tape. Do a complete walk-through before participants arrive.
Prepare the practical details the evening before: charge batteries, chill drinks, arrange snacks, print or lay out scorecards, and organize the registration and catering tables. Plan two to three drinks per person for the first hour and check the weather before deciding how to use the party tent.

Frequently asked questions

How far in advance should I plan an archery competition?: Reserve the shooting location and decide the competition format at least 6 to 8 weeks ahead. Send invitations once the date, safety rules and registration process are clear, then finalize teams and starting groups during the final week.
How many spare arrows do I need for an archery competition?: Prepare at least 10% spare arrows in addition to the number required for the registered participants, with a minimum of 4 reserve arrows for a small competition. Inspect every arrow before setup and keep a suitable arrow puller at the range.
What should I check on the archery competition day?: Inspect the location, safety nets, target stands, shooting lines and barrier tape before registration opens. Also check the participant list, scoreboards, starting bell, charged batteries, drinking water and the weather forecast at least 2 hours before the first round.
How many drinks and snacks do I need for an archery competition?: Allow two to three drinks per person for the first hour, then add roughly one drink per person for each following hour. Prepare snacks before the first round and keep refreshments away from the shooting area, using the catering table as a separate station.

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.