Bodybuilding competition checklist and planning guide

A bodybuilding competition needs more than a stage and a judging panel. You must lock in the competition format, categories, officials and registration process early, then coordinate tickets, sponsors, music, lighting and backstage flow. This checklist puts the work in a usable order, from booking the venue to opening the doors. It also covers details that are easy to miss, such as dietary requirements, starter packs, printed jury forms, stage markings and a reliable run sheet.

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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
Set competition format
2 people
Define classes and categories
2 people
Assign judges and officials
Book the host and music team
Publish registration form
Publish competition rules
2 people
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Sell public tickets
2 people
Assign start numbers
2 people
Prepare jury forms
2 people
Print the run sheet and schedule
2 people
Order prizes and trophies
Order catering
Reserve technical equipment and lighting
Post on social media
Send participant instructions
2 people
Do the shopping
3 people
Check materials
3 people
Assemble starter packs
3 people
Open venue
2 people
Protect the floor and hall
4 people
Set up the stage
4 people
Set up the backdrop and competition logo
3 people
Set up audience seating
4 people
Set up jury tables
2 people
Connect lighting and sound
3 people
Test music and microphones
2 people
Set up backstage
3 people
Set up registration desk
2 people
Set up catering
3 people
Prepare the jury forms
2 people

Event

Register participants
4 people
Hand out race numbers
2 people
Weigh participants
2 people
Check bodybuilding color
2 people
Open audience entrance
3 people
Announce the program
Guide the preliminary jury
4 people
Call participants backstage
2 people
Provide the break program
2 people
Refill drinks
2 people
Serve snacks and meals
3 people
Assist with the finals
4 people
Collect judging forms
2 people
Process results
2 people
Set out prizes
2 people
Support awards ceremony
3 people
Handle the photo moment
2 people
Guide the audience to the exit
3 people

Aftercare

Catering breakdown
3 people
Dismantle stage and technical equipment
4 people
Clear away chairs and tables
4 people
Collect waste
3 people
Clean the hall and backstage
4 people
Check sanitary facilities
2 people
Sort borrowed items
2 people
Return materials
2 people
Publish results
Thank the participants and jury
Process invoices and receipts

What to bring

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

Furniture

Stage sectionsqty 8
Audience chairsqty 220
Jury tablesqty 3
Registration desk
Backstage tablesqty 4
Folding chairsqty 20
Clothes racksqty 6
Mirrorsqty 6
Bollardsqty 18

Equipment

Wireless microphonesqty 3
Speakersqty 4
Mixer
Amplifier
Music player
Laptopqty 2
Printer
Extension cordsqty 8
Power stripsqty 8

Lighting

Stage spotlightsqty 6
LED panelsqty 4
Work lightsqty 4

Sports equipment

Digital scaleqty 2
Bib holdersqty 30
Jury table numbersqty 10
Jury formsqty 250
Stage markingsqty 6
Barrier tapeqty 4

Decorations

Competition backdrop
Competition bannersqty 6
Sponsor bannersqty 10
Red carpet
Stage curtain

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Catering warmersqty 6

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Waste binsqty 12
Cleaning glovesqty 8
First aid kitsqty 2

Catering

Groceries

Tips

Set the format and categories before publishing registration. Competitors need clear information about divisions, rules, judging criteria and deadlines before they submit their details.
Reserve the venue and technical setup early enough to test the stage, spotlights, microphones and music system together. Schedule a sound and lighting check before competitors arrive, not during registration.
Close registration with enough time to verify names, categories and dietary requirements. Prepare start numbers, jury forms and starter packs only after the participant list has been checked.
Plan backstage capacity as carefully as audience seating. Provide tables, chairs, clothes racks and mirrors, and mark the route from registration to backstage to stage so competitors know where to go.
Print the run sheet, schedule and jury paperwork before event day, then keep spare copies at registration and at the jury table. Open the venue early enough to assemble the stage, place signage and check every cable and power strip.

Frequently asked questions

How far in advance should I organise a bodybuilding competition?: Start planning at least 4 to 6 months before the competition. Book the venue, define the format and categories, appoint judges and publish the registration details first; technical equipment, catering and prizes can then be ordered against confirmed numbers.
When should bodybuilding competition registration close?: Close registration around 2 to 3 weeks before the event. This gives you time to check participant details, assign start numbers, prepare the schedule, print jury forms and confirm catering quantities.
How many judges do I need for a bodybuilding competition?: Use the number required by your chosen ruleset, but plan the full panel and officials before publishing the rules. Confirm the judging panel no later than 6 to 8 weeks before the event so the run sheet and jury materials can be finalised.
What should I prepare backstage for a bodybuilding competition?: Allow space for clothes racks, mirrors, folding chairs and backstage tables, with a clearly marked route to the stage. Set up and check this area at least 2 hours before doors open, including starter packs, bib holders and competitor instructions.

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.