Archery competition checklist: what to arrange and when

An archery competition needs more than bows, arrows and targets. You need a safe venue, clear rules, assigned starter groups and enough time for registration, equipment checks and range setup. Start with the format and safety plan, then work through permits, judges, volunteers and participant details. In the final week, confirm the weather, publish start times, check every spare item and collect the prizes before venue access begins.

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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
Define the competition format
2 people
Draw up competition rules
2 people
Prepare safety plan
2 people
Check permits
Assign judges
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Close the participant list
Assign starter groups
2 people
Publish start times
Prepare race cards
2 people
Order prizes and medals
Calculate catering quantities
Check the shopping list
2 people
Do the shopping
2 people
Collect prizes
Check sports equipment
2 people
Sort the bows and arrows
2 people
Check the weather forecast
Remind participants
Pick up venue keys
Check the venue for safety
3 people
Determine the shooting direction
2 people
Set up shooting lanes
4 people
Install safety nets
4 people
Set up target bags
4 people
Mark shooting lines
3 people
Mark queue lines
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up catering point
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Place information signs
2 people
Test audio and microphone
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out race numbers
2 people
Hand out bows and arrows
3 people
Give the safety briefing
2 people
Supervise test shots
4 people
Run the competition round
6 people
Collect scores
3 people
Replace the target cards
2 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
2 people
Process interim results
2 people
Announce finalists
Assist with the finals
6 people
Check final scores
3 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Take group photo
2 people
Serve the final drinks round
2 people
Check out participants
2 people
Collect Bows and Arrows
3 people

Aftercare

Close off the target area
3 people
Pack sports equipment
4 people
Remove safety nets
4 people
Take down target kits
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the catering area
2 people
Clean the grounds
4 people
Hand over the venue
2 people
Return rented materials
2 people
Publish results
Thank participants

What to bring

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

Sports equipment

Competition bowsqty 30
Spare bowsqty 5
Competition arrowsqty 120
Spare arrowsqty 30
Goal suitsqty 10
Target facesqty 80
Target face holdersqty 10
Safety netsqty 8
Arrow quiversqty 35
Arm guardsqty 35
Finger protectorsqty 35
Bow standsqty 12
Arrow standsqty 12
Target markersqty 20
Barrier tapeqty 6
Conesqty 30
Measuring tapesqty 3
Binocularsqty 3
Arrow Findersqty 4
Safety vestsqty 12
First aid kitsqty 2
Cold packsqty 10

Furniture

Tablesqty 8
Chairsqty 50
Party tentsqty 3
Counter table
Waste binsqty 6

Equipment

Speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 8
Calculatorsqty 4
Notice boardsqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 100
Coffee cupsqty 60
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Competition flagsqty 8
Directional signsqty 12
Prize tablecloth

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning spongesqty 6

Catering

Groceries

Tips

Set the competition format and rules before opening registration. Your format determines the number of target faces, target positions, starter groups, race cards and judges you need.
Complete the safety plan before ordering or setting up equipment. Check the range layout, safety nets, barrier tape, cones, target markers and first aid kits, and assign someone to monitor the shooting line.
Close the participant list early enough to create starter groups and publish start times. Allow at least 3 days between closing registration and sending the final schedule.
Count equipment by shooting position, not just by participant. Prepare spare bows and arrows, arm guards, finger protectors and arrow finders so one damaged item does not stop a group.
Do the final venue and weather check 24 hours before the competition. Confirm the keys, tents, tables, chairs, waste bins, extension cords, prizes and catering quantities before loading the equipment.

Frequently asked questions

How far in advance should I organize an archery competition?: Start planning at least 8 to 12 weeks before the competition. Secure the venue, define the format and check permits first; registration, volunteers and catering can follow once the basic plan is fixed.
How many judges and volunteers do I need for an archery competition?: For a small competition, plan on at least 2 judges and 1 volunteer for every 10 to 15 participants. Add more helpers if you have several shooting lines, a separate registration desk or a large venue.
When should I close registration for an archery competition?: Close registration 5 to 7 days before the event. This gives you enough time to process registrations, check dietary requirements, assign starter groups, prepare race cards and publish start times.
What should I check the day before an archery competition?: Check the weather forecast, venue access and every piece of safety and sports equipment 24 hours beforehand. Confirm spare bows and arrows, safety nets, first aid kits, prizes, catering supplies and the venue keys before transport.

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.