Archery competition checklist: what to arrange and when

An archery competition needs more than bows, targets and a shooting line. You must settle the format, confirm the venue and permissions, prepare a safety plan, and give volunteers clear jobs before competitors arrive. This checklist takes you from registration and equipment checks to marking the range, setting up targets and running the event. Use it to identify details that are easy to leave until the last day, such as scorecards, spare arrows, weather checks and participant dietary requirements.

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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

Set competition format
2 people
Reserve venue
Check permits
Check insurance
Prepare safety plan
2 people
Write out the competition rules
Send invitations
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Print participant list
Prepare scorecards
2 people
Collect prizes and medals
Inspect archery equipment
2 people
Sort arrows
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the weather forecast
Inspect the grounds
2 people
Mark the firing direction
2 people
Mark off the safety zone
3 people
Place goal targets
4 people
Set up shooting lines
3 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up catering
3 people
Prepare the safety briefing
2 people

Event

Register participants
2 people
Explain the starting rules
2 people
Give safety instructions
2 people
Guide the tasting round
4 people
Run the competition round
5 people
Check scores
2 people
Refill drinks
2 people
Serve snacks
2 people
Collect arrows
4 people
Guide the final round
5 people
Set final scores
2 people
Honor the winners
3 people
See participants off
2 people

Aftercare

Pack archery equipment
4 people
Remove target covers and barriers
4 people
Dismantle furniture
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
3 people
Return materials
2 people
Store leftover food
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Registration desk
Waste binsqty 4

Sports equipment

Archery bowsqty 12
Spare bowsqty 2
Competition arrowsqty 72
Spare arrowsqty 24
Goal suitsqty 6
Target facesqty 12
Target cover standsqty 6
Arrow quiversqty 12
Armguardsqty 12
Finger protectorsqty 12
Quiver bagsqty 4
Measuring tapesqty 3
Spare tendonqty 6
Bow maintenance setqty 2
Bollardsqty 30
Barrier tapeqty 6
Shooting line markingqty 4
Arrow search flagsqty 6
Start and stop signalsqty 2

Equipment

Megaphone
Mobile phoneqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 60
Coffee cupsqty 30
Platesqty 50
Cutlery setsqty 50

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 4
Serving plattersqty 8
Serving spoonsqty 8
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 12

Cleaning

First aid kit
Hand sanitizerqty 4
Cleaning bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the competition format and write the rules before sending invitations. Include the number of rounds, scoring method, shooting order, tie-break procedure and how late arrivals will be handled.
Check permits, insurance and the venue’s safety requirements several weeks before the event. Confirm that the grounds allow a clearly marked firing direction, safety zone and arrow-search procedure.
Inspect bows, arrows, targets and protective equipment at least one day before competition day. Keep spare bows, spare arrows, a bow maintenance set and a spare tendon together so a small equipment failure does not stop a round.
Assign volunteers to registration, scoring, range supervision and refreshments before printing the participant list. Prepare scorecards and start-and-stop signals in advance, and give each volunteer a written responsibility.
Set up the range before competitors arrive: mark the shooting lines, place the targets, secure the safety zone with bollards and barrier tape, and inspect the grounds. Check the weather forecast the day before and have tents, lighting and extension leads ready if conditions or daylight change.

Frequently asked questions

How far in advance should I organise an archery competition?: Start planning at least 6–8 weeks before the competition. Use the first few weeks for the venue, permits, insurance, format and invitations, then finish registrations, equipment checks and the safety briefing during the final 7 days.
How many volunteers do I need for an archery competition?: Plan for at least 1 range supervisor and 1 scorer or registration volunteer for every active shooting group. Add one person for refreshments and one reserve volunteer when several groups shoot at the same time.
When should I check the archery equipment?: Carry out a full inspection 1–2 days before the event and repeat a quick safety check before the first round. Test bows, strings, arrows, target faces, armguards and finger protectors, and separate damaged equipment immediately.
When should I set up the archery range?: Complete the main range setup at least 2 hours before registration opens. Mark the firing direction and shooting lines, secure the safety zone, place the targets, test the signals and walk the grounds for hazards before anyone shoots.

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