Cheerleading competition checklist: what to arrange and when

A cheerleading competition depends on more than a venue and a running order. You need clear rules, categories, judges, music files, registration deadlines and enough people to keep teams moving between check-in, warm-up and performance. This checklist covers the planning sequence, from setting the match date to printing score sheets. It also highlights details that are often left until the final week, such as emergency contacts, dietary requirements, working WiFi and tested sound equipment.

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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 the match date
2 people
Reserve the sports venue
Set the competition rules
3 people
Organize categories
3 people
Approach jury members
2 people
Save the music files
Create registration form
Send invitations
2 people
Place competition promotion
2 people
Process registrations
2 people
Send participant confirmations
Collect dietary requirements
Receive music files
2 people
Check music files
2 people
Set up the starting order
2 people
Prepare jury briefing
Recruit volunteers
2 people
Assign volunteer tasks
2 people
Open visitor registration
Order tickets and wristbands
Order prizes and medals
Book catering
Collect emergency contacts
Print the run sheet
2 people
Print score sheets
2 people
Print participant list
Set up music on two devices
2 people
Gather supplies
3 people
Do the shopping
2 people
Check medals and prizes
2 people
Sort Registration Materials
2 people
Pick up venue keys
Set up the competition floor
6 people
Set up jury tables
3 people
Set up audience seating
5 people
Set up registration desk
2 people
Set up the catering table
2 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Connect sound
2 people
Test music and microphone
3 people
Check the lighting
2 people
Set up the scoring table
3 people
Prepare the jury forms
2 people

Event

Receive participants
4 people
Register teams
3 people
Hand out race numbers
2 people
Welcome the audience
3 people
Handle the opening announcement
Lead the warm-up
3 people
Play competition music
2 people
Call teams
Hand out judging forms
2 people
Collect scores
2 people
Process scores
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
2 people
Keep the audience area clean
2 people
Announce breaks
Prepare awards ceremony
3 people
Support awards ceremony
4 people
See participants off
3 people
Let the audience out
3 people

Aftercare

Dismantle competition floor
6 people
Clear away chairs and tables
5 people
Turn off sound and lighting
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Collect lost property
2 people
Store scores securely
Count materials
2 people
Return borrowed materials
2 people
Publish results
Thank participants
Thank the judges
Store leftover stock
2 people

What to bring

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

Sports equipment

Cheerleading floor
Training matsqty 8
Marker discsqty 20
Bib numbersqty 30
Team ribbonsqty 30
Water cratesqty 12

Furniture

Audience chairsqty 220
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 150
Bollardsqty 16
Barrier tapeqty 4

Equipment

Laptopsqty 3
Tabletsqty 4
Printer
WiFi router
Speakersqty 2
Microphonesqty 2
Mixer
Music playerqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 6
Handheld megaphonesqty 2
Calculatorsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6
Ice packsqty 24

Decorations

Competition bannersqty 4
Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Directional signsqty 12
Chalkboardsqty 4
Markersqty 20

Cleaning

Waste binsqty 12
Vacuum cleaner
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Microfiber clothsqty 20
Toilet paperqty 24
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries

Prizes

Medalsqty 90
Cupsqty 18
Certificatesqty 100
Medal ribbonsqty 90

Registration

Ticket rollsqty 300
Wristbandsqty 300
Name stickersqty 250
Pensqty 40
Clipboardsqty 20
Cash tray
Cash box
Payment terminal
Information leafletsqty 250
Plastic document sleevesqty 100

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12
Fire extinguishersqty 2

Tips

Set the competition date and reserve the sports venue before opening registration. Confirm when you can access the hall for setup, and allow enough time to lay the cheerleading floor, training mats, tables and audience seating.
Publish the rules, categories and registration deadline together. Once entries arrive, process them promptly, send participant confirmations and build the starting order before printing the run sheet.
Set a firm music-file deadline several days before the competition. Save every file in one organised location, check that it plays correctly through the speakers and music player, and keep a backup on a second device.
Brief judges and volunteers before doors open. Give judges the score sheets and calculators, while volunteers receive clear roles for check-in, team movement, audience registration, barrier tape and emergency contacts.
Plan the final logistics around water, catering and power. Count reusable cups, coffee cups, plates and cutlery, test microphones and the mixer, and place extension cords and power strips safely so walkways stay clear.

Frequently asked questions

How far in advance should I plan a cheerleading competition?: Start planning at least 12 to 16 weeks before the competition. Set the date and venue first, then allow time for rules, categories, judges, registrations, volunteers, catering, prizes and equipment checks.
When should cheerleading teams submit their music files?: Set the music deadline 7 to 10 days before the event. Check every file as it arrives and test the final versions through the competition sound system no later than 2 days before doors open.
How many volunteers do I need for a cheerleading competition?: For a small competition, plan for at least 8 to 12 volunteers, in addition to the judges. Cover check-in, team call-up, warm-up areas, audience entry, seating, scoring support and venue safety with named replacements.
When should I print the run sheet and score sheets?: Print the run sheet and score sheets after registrations, categories and the starting order are confirmed, usually 2 to 3 days before the competition. Keep spare copies at the jury table and registration desk.

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