Cheerleading competition checklist
A cheerleading competition depends on more than a competition floor and a running order. You need to secure the venue, rules, judges and teams early, then keep registrations, music files, dietary details and volunteer shifts on track. In the final days, test every file, brief each team and inspect the floor before unloading equipment. Use this checklist to work through the planning in the right order, from first confirmations to the event-day setup.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm the competition venue
Confirm the competition rules
2 people
Invite the judges
Invite teams
2 people
Send registration form
Open ticket sales
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check team details
2 people
Request music files
Create the program
2 people
Draw the starting order
2 people
Make jury forms
2 people
Create the volunteer schedule
2 people
Confirm material reservations
Create floor plan
2 people
Publish audience information
Check the shopping list
2 people
Do the shopping
2 people
Test music and files
2 people
Send the team briefing
Event
Inspect the sports floor
3 people
Unload materials
4 people
Lay the sports floor
6 people
Set up audience seating
4 people
Set up jury tables
3 people
Connect the sound system
3 people
Test microphones
2 people
Stock the jury tables
2 people
Set up check-in desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Mark team changing rooms
2 people
Mark the Route to the Changing Rooms
2 people
Provide jury briefing
2 people
Brief volunteers
2 people
Welcome the teams
4 people
Check team registration
3 people
Hand out race numbers
2 people
Set out music for each team
2 people
Open audience doors
3 people
Welcome the audience
4 people
Deliver the opening presentation
2 people
Guide teams to the warm-up zone
3 people
Announce competition events
2 people
Play music during performances
2 people
Hand out judging forms
2 people
Collect scores
2 people
Enter scores
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Keep the audience area clean
2 people
Supervise the break program
2 people
Prepare awards ceremony
3 people
Check the winners
2 people
Handle prize ceremony
4 people
See the audience out
4 people
Check out teams
3 people
Aftercare
Turn off the sound system
2 people
Remove the sports floor
6 people
Dismantle chairs and tables
4 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
5 people
Load materials
4 people
Collect lost property
2 people
Archive scores
Publish results
Send thank-you message
2 people
Return materials
2 people
Check invoices
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Audience chairsqty 300
- Foldable tablesqty 18
- Jury tablesqty 5
- Bar stoolsqty 6
- Changing room benchesqty 12
- Clothes racksqty 8
Sports equipment
- Cheerleading floor
- Practice matsqty 12
- Stretch matsqty 20
- Bib numbersqty 40
- Barrier conesqty 24
- Barrier tapeqty 4
Equipment
- Speakersqty 2
- Mixer
- Wireless microphonesqty 3
- Laptopqty 2
- Spare batteriesqty 6
- Extension cordsqty 8
- Power stripsqty 8
- Charging cablesqty 6
- Timer clocksqty 3
- Calculatorsqty 4
- Walkie-talkiesqty 8
Tableware
- Reusable cupsqty 350
- Coffee cupsqty 80
- Platesqty 300
- Cutlery setsqty 300
- Serving plattersqty 20
- Pitchersqty 8
- Thermos flasksqty 6
Catering
- Coolersqty 6
- Drink dispensersqty 4
- Food warmersqty 4
- Snack traysqty 16
- Coffee filtersqty 100
- Tea filter holderqty 2
- Groceries
Decorations
- Stage backdrop
- Competition postersqty 12
- Directional signsqty 20
- Name badgesqty 60
- Tablecloth setsqty 10
- Medalsqty 60
- Cupsqty 12
- Certificatesqty 60
Lighting
- LED lampsqty 8
- Light standsqty 4
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Pliersqty 8
- Serving spoonsqty 8
- Serving traysqty 8
- Ice packsqty 24
Cleaning
- Waste binsqty 12
- Bucketsqty 6
- Mopsqty 6
- Broom setsqty 4
- Vacuum cleanerqty 2
- Cleaning glovesqty 12
- Microfiber clothsqty 24
Tips
- Confirm the venue and competition rules before inviting teams. Teams need the correct registration details, while judges need the rules and jury forms early enough to prepare.
- Set a firm deadline for registrations, dietary requirements and music files. Check each team’s details rather than assuming the registration form contains everything you need.
- Draw the starting order and create the programme only after registrations are processed. Send the team briefing once timings, music submission and arrival information are fixed.
- Build volunteer shifts around registration, changing rooms, floor access, music and audience areas. Give coordinators walkie-talkies and keep spare batteries available on the day.
- Test the laptop, mixer, speakers, microphones and every submitted music file before teams arrive. During setup, inspect the cheerleading floor, place barriers and keep extension cords and power strips safely out of walkways.
Frequently asked questions
- How far in advance should I organise a cheerleading competition?
- Start venue, rules and judge arrangements at least 12 weeks before the competition. Open team registration once those details are confirmed, then set separate deadlines for registrations, dietary requirements and music files.
- When should teams submit their music files?
- Set the music deadline at least 7 days before the event so you can check file formats and test playback. Keep the original files organised on one laptop and bring a backup copy on the day.
- How many volunteers are needed for a cheerleading competition?
- Plan at least one volunteer for each active area, including registration, team access, changing rooms, music, audience seating and floor operations. For a small competition, that usually means 8 to 12 volunteers, with extra cover during arrivals and changeovers.
- What equipment should be checked on the morning of the competition?
- Check the cheerleading floor, practice and stretch mats, speakers, mixer, microphones, laptop, timer clocks and walkie-talkies before doors open. Allow at least 90 minutes for unloading, testing and correcting the floor plan.
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