Clay shooting checklist: what to arrange and when

A clay shooting day needs more planning than booking a shooting range and turning up. You need confirmed instructors, the right equipment package, transport for everyone, dietary information and a backup plan for weather or venue changes. Start by fixing the range and participant list, then work through safety, payment, catering and logistics. This checklist keeps the details in sequence, including the items groups often leave until the last day.

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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

Select shooting range
Reserve shooting range
Reserve dinner venue
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Take stock of transport
Assign drivers
Create group assignments
Request safety rules
Confirm instructor
Confirm equipment package
Finalize the menu
2 people
Arrange payment and deposit
Confirm final participants
Send program to attendees
Check the weather forecast
Do the shopping
2 people
Check equipment
2 people
Print participant list
Chill food and drinks
2 people
Prepare catering
2 people
Load transport
2 people
Set up the reception desk
2 people
Set up tables and chairs
3 people
Set up catering
2 people
Prepare safety equipment
2 people

Event

Register shooting groups
2 people
Give the safety briefing
2 people
Hand out protective gear
2 people
Oversee shooting rounds
3 people
Serve drinks during breaks
2 people
Refill drinks
Set up the dinner buffet
3 people
Serve dinner
3 people
Handle prize ceremony

Aftercare

Clear tables
3 people
Wash dishes
2 people
Collect the shooting equipment
2 people
Collect waste
2 people
Clean the venue
3 people
Put furniture back
3 people
Return materials
2 people
Return rented items
2 people
Check the final bill

What to bring

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

Furniture

Foldable tablesqty 4
Chairsqty 16
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 4

Tableware

Reusable platesqty 20
Reusable bowlsqty 20
Reusable glassesqty 30
Coffee cupsqty 16
Cutlery setsqty 20
Serving traysqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 4
Serving spoonsqty 4
Thermos flasksqty 4
Coolersqty 4
Can openersqty 2

Equipment

Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 3
Rechargeable flashlightsqty 4
First aid kitsqty 2

Sports equipment

Shotgunsqty 6
Rifle casesqty 6
Clay pigeonsqty 300
Shotgun shellsqty 300
Safety gogglesqty 16
Ear defendersqty 16
Shooting vestsqty 16
Scoreboardsqty 4
Scorecardsqty 20
Pensqty 20

Cleaning

Hand broomsqty 2
Dustpansqty 2
Bucketsqty 3
Mopsqty 3
Washing-up tubsqty 2

Decorations

Tableclothsqty 4
Name badgesqty 16
Scoreboard

Catering

Groceries

Tips

Book the shooting range and instructor before sending invitations, then keep a reserve range and dinner venue in mind in case availability or weather changes. Confirm the equipment package, including shotguns, clay pigeons, shells, safety glasses, ear defenders and shooting vests.
Close registrations with enough time to collect dietary requirements and divide the group into shooting squads. Send the final participant list and programme at least 3 days before the event so nobody is unsure about meeting times or transport.
Plan transport around the full group, not just the drivers. Assign chauffeurs early, check how much equipment must be loaded, and confirm who can return safely after the shooting and dinner.
Check the weather 24 hours before departure and again on the morning itself. Keep the reserve arrangements ready, and pack rechargeable flashlights, a first aid kit, extension cords and coolers rather than assuming the venue has them.
Prepare food and drinks before leaving, with reusable plates, bowls, glasses, cutlery and serving tools packed together. Chill drinks in advance, set up the reception table on arrival, and print one participant list for check-in.

Frequently asked questions

How far in advance should I book a clay shooting range?: Book the range and instructor at least 6 to 8 weeks ahead, especially for a larger group or a weekend date. Confirm the equipment package and payment or deposit terms at the same time.
What should I bring to a clay shooting day?: Bring the confirmed shooting equipment, safety glasses, ear defenders, shooting vests and enough shotgun shells for the agreed programme. Also pack a first aid kit, printed participant list, drinks, coolers and any catering equipment the venue does not provide.
How many people should be in one clay shooting group?: Use the range’s recommended group size, then split the participants into squads before the day. Allow roughly 10 to 15 minutes per person for a short introductory session, plus time for changing groups and safety instructions.
When should I send the final programme to guests?: Send the final programme at least 3 days before the event, after registrations, dietary requirements, transport and the shooting schedule are confirmed. Include the meeting time, address, clothing guidance, driver details and what happens if the weather changes.

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.