Archery competition checklist: what to arrange and when

An archery competition needs more than bows, arrows and targets. You must confirm the shooting location, define the format and rules, register competitors, prepare officials and volunteers, and build a safe range layout. Work through the planning in stages so equipment checks, participant information and event-day signs are ready before people arrive. This checklist covers the details that are often left until the final week, including spare equipment, bib numbers, scoreboards and weather planning.

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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 the competition format
2 people
Draw up competition rules
2 people
Arrange contest jury
Recruit volunteers
2 people
Send invitations
2 people
Open the registration form
Register participants
2 people
Collect dietary requirements
Send participant confirmations
Create bib number list
2 people
Create the shooting range layout
2 people
Order prizes
Check the shopping list
2 people
Order catering
Check competition materials
2 people
Inspect bows
2 people
Check the arrows
2 people
Inspect the targets
2 people
Set out the prize money and trophies
Print competition cards
Print signage
Create volunteer schedule
Check the weather forecast
Do the shopping
3 people
Fill coolers
2 people
Prepare catering
3 people
Open venue
2 people
Inspect the shooting range
3 people
Mark out the safety zone
4 people
Set up goals
4 people
Mark shooting lines
3 people
Set up the waiting area
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Hang signs
2 people
Test sound
2 people
Set up the jury table
2 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Carry out materials check
3 people
Give the safety briefing
2 people
Give the opening speech
Guide the tasting round
4 people
Guide the first competition round
5 people
Check scores
3 people
Collect arrows
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Lead the second round of the competition
5 people
Publish interim results
2 people
Serve dinner
4 people
Announce finalists
Guide the final round
5 people
Process final scores
3 people
Honor the winners
2 people
Take group photo
2 people
Collect lost property
2 people
See participants off
3 people

Aftercare

Dismantle competition equipment
5 people
Clear away goals and nets
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Inspect the shooting range
3 people
Count inventory
2 people
Return materials
3 people
Store leftovers
2 people
Publish results
Send thank-you message
Check invoices

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Bar stoolsqty 8
Tablecloth setsqty 6
Waste binsqty 8

Sports equipment

Competition bowsqty 24
Spare bowsqty 6
Competition arrowsqty 120
Spare arrowsqty 24
Target discsqty 12
Goal suitsqty 12
Goal standsqty 12
Safety netsqty 6
Arrow pullersqty 12
Bow standsqty 12
Arm guardsqty 24
Finger protectorsqty 24
Tube holdersqty 12
Arrow quiversqty 24
Arrow bagsqty 4
Measuring tapesqty 4
Bollardsqty 30
Rolls of barrier tapeqty 8
Conesqty 24
Scoreboardsqty 12
Race number vestsqty 24
Competition flagsqty 6
Stop signqty 2
Whistlesqty 6
Notice boardsqty 3
Spare tendonqty 12
Hoof washqty 6
Bow maintenance kitsqty 4
Arrow repair kitsqty 2
Hand saw
Hammerqty 2
Rubber malletsqty 2
Screwdriver setsqty 2
Wrench setsqty 2
Cable tiesqty 200
Duct tapeqty 6
Work glovesqty 8
Spirit levelsqty 2
Distance metersqty 2
Starter pistol
Score sheet foldersqty 12
Clipboardsqty 12
Spare paper rollsqty 6
Prize money envelopesqty 12
Medal holdersqty 24

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile sound system
Microphoneqty 2
Power banksqty 4
Coolersqty 6
Cable reelsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Pliersqty 6
Serving spoonsqty 8
Ice packsqty 24

Decorations

Competition bannersqty 4
Buntingqty 8
Balloon archesqty 2
Prize cupsqty 6
Medal ribbonsqty 24
Prize boxesqty 6

Lighting

LED lampsqty 8
String lightsqty 6
Flashlightsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6
Toilet brushesqty 3
First aid kitsqty 2
Safety vestsqty 12
Earplugsqty 40
Rain ponchosqty 20
Umbrellasqty 10

Catering

Groceries
Thermal serving traysqty 8
Coolersqty 4
Coffee filtersqty 100
Drink dispensersqty 4
Bread basketsqty 8
Chafing dishesqty 6
Hot platesqty 6
Serving traysqty 12
Ice cube traysqty 6

Tips

Set the format and rules before opening registration. Participants need to know the divisions, shooting distances, scoring method, timing and entry requirements before they confirm their place.
Draw the range layout several days before the competition and mark safety zones, shooting lines, waiting areas and spectator boundaries. Allow time to position safety nets, bollards, cones and barrier tape after the final site inspection.
Inspect every competition bow, arrow and target before event day, then prepare spare bows and arrows separately. Do not rely on a last-minute equipment check; damaged arrows, missing arm guards or unsuitable finger protectors can delay the first round.
Give each volunteer a specific shift and duty, including registration, range control, scoring, equipment support and catering. Send the schedule with participant confirmations so officials and helpers know where to report and when.
Finish printing and packing at least one day ahead: competition cards, signs, bib number lists, scoreboards, stop signs, flags and whistles should be grouped by location. Check the weather forecast again on the morning before setup and have tents, tables and waste bins ready if conditions change.

Frequently asked questions

How early should I start planning an archery competition?: Start at least 8 to 12 weeks before the competition. Reserve the shooting location, choose the format, appoint the jury and open registration first; order prizes and catering once participant numbers are clearer.
How many volunteers are needed for an archery competition?: Plan for at least 1 event lead, 2 range-safety volunteers and 1 scorer for each active scoring area. Add registration and catering support, then increase the total when you run several ranges or expect more than 50 participants.
When should archery competition equipment be checked?: Carry out the main inspection 3 to 7 days before the event, including bows, arrows, targets, stands, safety nets and protective equipment. Repeat a short safety check before the first shot and keep spare equipment accessible throughout the competition.
When should participants receive their confirmation and bib number?: Send confirmations as soon as registration closes or no later than 7 days before the competition. Finalise the bib number list and print competition cards after the participant list is checked, ideally 1 to 2 days before setup.

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