Archery Tag Checklist for a Well-Organized Day

Planning archery tag takes more than booking bows and picking teams. You need a safe playing area, protective equipment, clear arrival information, weather cover, and a plan for food and drinks between rounds. Start with the participant list and venue, then confirm registrations, dietary requirements, equipment, and team assignments. On the day, allow time to inspect the gear, mark the fields, set up obstacles, and brief everyone before the first game.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Reserve archery equipment
Confirm catering arrangements
Prepare team assignments
Send program to attendees
Check the weather forecast
Confirm the number of participants
Finalize team assignments
Do the shopping
2 people
Pick up rental items
2 people
Store catering chilled
2 people
Check materials
2 people
Communicate route and parking

Event

Check the venue for safety
2 people
Cordon off the area
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Set out the game fields
4 people
Set up obstacles
4 people
Prepare archery equipment
3 people
Hang scoreboards
2 people
Chill drinks
2 people
Set out snacks and lunch
3 people
Set up the reception table
2 people
Register attendance
2 people
Welcome participants
Give safety instructions
2 people
Explain the teams and rules
2 people
Distribute protective gear
3 people
Guide the practice round
3 people
Guide competition rounds
4 people
Collect arrows
3 people
Refill drinks
2 people
Serve snacks
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Guide the final round
4 people
Process final standings
Announce the winners
See participants off
2 people

Aftercare

Collect archery equipment
3 people
Dismantle the play area
4 people
Take down tents and furniture
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the grounds
3 people
Return materials
2 people
Clean coolers
Clear away leftover catering
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Beer tablesqty 4
Coat racksqty 2

Sports equipment

Archery tag bowsqty 24
Foam arrowsqty 120
Face masksqty 30
Arm guardsqty 30
Team bibsqty 30
Inflatable obstaclesqty 12
Goal netsqty 2
Conesqty 30
Whistlesqty 4
Stopwatchesqty 3
Scoreboardsqty 3
Barrier tapeqty 4
Ground pegsqty 24
Rope rollsqty 4
Spare quiverqty 6

Equipment

Walkie-talkiesqty 4
Portable speaker
Power banksqty 4
Extension cordsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable drinking cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40

Kitchen

Coolersqty 4
Coffee machinesqty 2
Water jugsqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Scissorsqty 3

Cleaning

Waste binsqty 4
Hand sanitizer pumpsqty 4
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the final participant count at least 3 days before the event. Use it to finalize team assignments, catering quantities, drink supplies, and the number of masks, arm guards, and team bibs.
Check the weather forecast twice: once 48 hours before the event and again on the morning itself. Decide in advance where party tents, chilled catering, tables, and chairs will go if conditions change.
Inspect every bow, foam arrow, face mask, and arm guard before participants arrive. Keep a reserve arrow quiver ready and separate damaged equipment instead of putting it into play.
Mark the playing area with cones, barrier tape, rope, and ground pins before setting up inflatable obstacles and target nets. Leave a clear route around the field for marshals and emergency access.
Send the route, parking details, arrival time, clothing guidance, and programme before the event. Ask participants to arrive 20–30 minutes early so registration and team allocation do not delay the safety briefing.

Frequently asked questions

How far in advance should I organize an archery tag event?: Start booking the venue and archery equipment 4–6 weeks ahead, especially for a weekend date. Send invitations around 3 weeks before the event and close registrations at least 3 days before it.
How early should guests arrive for archery tag?: Ask guests to arrive 20–30 minutes before the first game. This gives you time to process late registrations, confirm teams, fit protective equipment, and give the safety briefing without reducing playing time.
How many foam arrows do I need for archery tag?: Plan the arrow supply around the equipment provider’s player limit and keep one reserve quiver available. Count and inspect all arrows before the event, then replace any damaged or missing arrows before play starts.
What should I do if it rains during archery tag?: Check the forecast 48 hours before the event and again on the morning. Prepare party tents and a sheltered area for catering, but confirm with the venue or equipment provider whether the playing field and bows can be used safely in wet conditions.

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.