Big-game fishing competition checklist

A big-game fishing competition depends on decisions that need to be made well before boats leave the dock. Set the format and rules first, then secure the fishing location, permits, registrations, teams and equipment. In the final week, confirm the weather, participant information, catering and prize orders. On the day, allow time for registration, briefing, boat preparation and a clearly marked weigh station so results can be recorded without delays.

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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 fishing location
Check permits
Draw up the competition rules
2 people
Set the prize money
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Assigning teams and spots
2 people
Write the competition briefing
Order prizes
Order catering
Check the weighing equipment
2 people
Check fish hooks and lines
2 people
Check the weather forecast
Send participant information
Do the shopping
2 people
Set out prizes and materials
2 people
Fill coolers
2 people
Inspect venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up the weigh station
3 people
Mark the fish steps
3 people
Set up safety equipment
2 people
Prepare snacks
3 people
Chill drinks
2 people

Event

Open registration
3 people
Check off participants
2 people
Hand out race numbers
2 people
Give the competition briefing
2 people
Give the start signal
2 people
Register catches
3 people
Photograph the catches
2 people
Operate the weigh station
3 people
Refill drinks
2 people
Serve snacks
2 people
Serve the hot meal
4 people
Collect waste
2 people
Give the final signal
2 people
Check final standings
3 people
Hold the awards ceremony
3 people
See participants off
2 people

Aftercare

Check fishing spots
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Take out the trash
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Share the results

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
Beer tablesqty 4
Tablecloth coversqty 6

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Small bowlsqty 12

Sports equipment

Fish scalesqty 2
Weighing bagsqty 4
Measuring matsqty 4
Landing netsqty 6
Race numbersqty 50
Marker conesqty 20
Measuring tapesqty 6
Undocking matsqty 6
Bucketsqty 8
Rubber glovesqty 2
Ropeqty 100
Cable tiesqty 100
Waterproof storage boxesqty 8
Fishing linesqty 10
Fish hooksqty 100
Carabinersqty 20

Equipment

Megaphone
Walkie-talkiesqty 6
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Laptopsqty 2
Smartphonesqty 3
Camera

Lighting

LED work lightsqty 4
String lightsqty 4

Safety

Life ringsqty 4
First aid kitsqty 2
Flashlightsqty 6
Reflective vestsqty 10
Fire extinguisher

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 4
Serving spoonsqty 6
Food warmersqty 4
Gas barbecuesqty 2
Gas cylindersqty 2
Dishpanqty 2

Decorations

Competition flagsqty 8
Directional signsqty 8
Registration board
Prize table

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Bucketqty 3
Cleaning spongesqty 6

Catering

Groceries

Office

Participant formsqty 60
Score sheetsqty 80
Clipboardsqty 12
Ballpoint pensqty 30
Waterproof markersqty 12
Paper wristbandsqty 60
Envelopesqty 30
Prizesqty 10
Vouchersqty 10
Printer paper

Tips

Set the competition format and rules before sending invitations. State the start and finish time, eligible catches, measuring method, weighing procedure and tie-breaker so participants know exactly how scoring works.
Check permits and the fishing location several weeks before the competition, not just during the final setup. Keep the permit details with the event information and confirm any access or launch requirements with the venue.
Close registrations early enough to assign teams and fishing spots. A final participant list at least 3–5 days before the event gives you time to collect dietary requirements, prepare race numbers and send the briefing.
Test the weighing equipment before boats return. Check the fish scales, weighing bags, measuring mats and measuring tapes together, and prepare a written recording process so each catch is handled consistently.
Treat the weigh station as a separate work area. Set up tables, lighting, power, marker cones and communication equipment before the briefing, and keep prizes and result materials ready for the final presentation.

Frequently asked questions

How far in advance should I organise a big-game fishing competition?: Start planning at least 8–12 weeks ahead. That gives you time to reserve the fishing location, check permits, set the rules, process registrations and order prizes and catering.
When should I send the big-game fishing competition briefing?: Send the participant information 3–5 days before the event, then repeat the essential rules at the on-site briefing. Include arrival time, registration details, competition limits, weighing instructions and what participants need to bring.
How do I prepare the weigh station for a fishing competition?: Set it up before participants arrive, with the fish scales, weighing bags, measuring mats, measuring tapes, tables and clear marker cones. Test the scales on the day and assign at least two people to handle measuring and recording.
When should I check the weather for a big-game fishing competition?: Check the forecast 48 hours before the event and again on the morning itself. Use the latest conditions to confirm the schedule, safety instructions and whether the fishing location can be used as planned.

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