Bouldering Competition Checklist

Organising a bouldering competition means coordinating the gym, route setting, registration, judging and event-day logistics in the right order. Start by choosing the competition format, categories and participant limit before opening registration. In the final weeks, confirm starter groups, route assignments, volunteers and dietary requirements. On the day, score sheets, route maps, bib numbers, chalk, brushes and timing equipment need to be ready before the first climber arrives.

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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 climbing gym
Define the competition format
2 people
Set competition categories
2 people
Set participant limit
Create registration form
Write competition information
Open registrations
Send invitations
2 people
Distribute promotional poster
2 people
Approach jury members
Finalize route builders
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Send competition rules
Update participant list
Assign starter groups
2 people
Create route assignments
2 people
Write the jury instructions
Create the volunteer schedule
2 people
Order prizes
Send participant confirmations
Prepare score sheets
2 people
Make name stickers
Print route maps
Prepare the prize table
2 people
Check the shopping list
2 people
Do the shopping
2 people
Check bouldering walls
2 people
Mark race routes
4 people
Set up match equipment
3 people
Fill coolers
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the catering table
2 people
Hang up route maps
2 people
Set up score tables by zone
3 people
Hold the jury briefing
5 people
Test registration system
2 people
Lay out participant packs
2 people
Check public area
2 people

Event

Receive participants
4 people
Register participants
3 people
Hand out race numbers
2 people
Give the opening briefing
2 people
Run the competition round
8 people
Check scores
3 people
Refill drinks
2 people
Serve snacks
2 people
Collect score sheets
3 people
Enter the interim score
2 people
Announce finalists
2 people
Set up the final routes
4 people
Lead the final
8 people
Process final scores
3 people
Announce the winners
2 people
Present prizes
3 people
Take group photo
2 people
See participants off
3 people

Aftercare

Gather competition materials
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the catering area
2 people
Clean climbing floor
3 people
Archive score data
Publish results
Thank participants
Return borrowed items
2 people
Clear away leftover stock
2 people
Do final venue inspection
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
High tablesqty 4
Bar stoolsqty 8
Clothes racksqty 2
Bollardsqty 12

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee cupsqty 50

Sports equipment

Bib numbersqty 80
Score sheetsqty 120
Clipboardsqty 12
Pensqty 40
Route mapsqty 100
Route arrowsqty 30
Race tapeqty 12
Climbing tapeqty 20
Chalk ballsqty 30
Chalk bucketsqty 12
Brush setsqty 20
Crash matsqty 4
Stopwatchesqty 8
Spare climbing holdsqty 30
Prize trophiesqty 9
Medalsqty 30

Equipment

Laptopsqty 2
Tabletsqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Speaker
Microphone
Timer display

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Pliersqty 6

Decorations

Competition postersqty 8
Directional signsqty 12
Tableclothsqty 8
Name stickersqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Catering

Groceries

Tips

Book the climbing gym before opening registration, then set the competition format, categories and participant limit so your registration form has clear limits and entry requirements.
Approach jury members and route builders early. Finalise the route team before the competition rules and route assignments are sent to participants, so changes do not reach people at the last minute.
Close or review registrations at least 7 days before the event. Use the final list to assign starter groups, check dietary requirements and send confirmations with the rules and arrival information.
Prepare one scoring station for every active judging area, with score sheets, clipboards and pens. Print route maps and prepare route arrows before setup starts, rather than during the first round.
Schedule volunteers in fixed shifts and prepare event equipment the day before. Count bib numbers, stopwatches, chalk supplies, brushes, crash mats and prizes before the gym opens.

Frequently asked questions

How far in advance should I organise a bouldering competition?: Start booking the climbing gym and defining the format at least 8 to 12 weeks ahead. Open registration only after the categories, participant limit, rules and registration form are ready.
When should bouldering competition registration close?: Close registration or freeze the participant list about 7 days before the event. This leaves time to assign starter groups, create route assignments, collect dietary requirements and send confirmations.
How many volunteers do I need for a bouldering competition?: Plan at least one volunteer for registration and one person for each active judging or scoring area, then add a coordinator and setup support. Final numbers depend on the participant limit and competition format, so make the volunteer schedule after registrations are processed.
What equipment is needed for a bouldering competition?: Prepare score sheets, clipboards, pens, bib numbers, route maps, route arrows, stopwatches, chalk, brushes, crash mats and prizes. Count and test everything at least 1 day before the competition, including laptops, tablets and the printer used for event administration.

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.