Climbing competition checklist

A climbing competition needs more than routes and a start list. You need to settle the format, categories, rules and budget before opening registration, then coordinate route builders, judges and volunteers around the final participant numbers. In the last two weeks, focus on permissions, route maps, score sheets, start groups and safety checks. This checklist gives you a clear order for the 79 planning tasks and 49 items behind the event.

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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 climbing wall
Set competition format
2 people
Determine race categories
2 people
Prepare the budget
2 people
Write competition rules
2 people
Arrange prizes
2 people
Publish registration form
Send invitations
2 people
Hang up promotion
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Confirm judges
Confirm route builders
Check music rights
Close the participant list
Assign starter groups
2 people
Assign start numbers
2 people
Send participant information
Check permissions
2 people
Prepare route maps
2 people
Print score sheets
Print certificates
Check competition materials
2 people
Laminate route maps
2 people
Pack prizes
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Block off the competition area
3 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Connect the sound system
2 people
Check the lighting
2 people
Lay out climbing gear
4 people
Check climbing ropes and harnesses
3 people
Inspect climbing routes
3 people
Hang up route maps
2 people
Set up the scoring table
2 people
Build the catering buffet
3 people
Lay out participant packs
2 people
Give the jury briefing
2 people
Brief volunteers
2 people
Prepare the safety briefing
2 people

Event

Open registration desk
3 people
Receive participants
3 people
Hand out race numbers
2 people
Carry out materials check
3 people
Explain safety rules
2 people
Officially open the competition
Supervise climbing rounds
8 people
Record scores
3 people
Guide participants to their routes
4 people
Check fuses
4 people
Announce breaks
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect waste
2 people
Check final standings
3 people
Announce finalists
Prepare final routes
4 people
Lead the final
8 people
Process final scores
3 people
Honor the winners
2 people
Award prizes and certificates
2 people
See participants off
3 people

Aftercare

Collect climbing equipment
4 people
Inspect climbing wall
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Empty waste containers
2 people
Turn off the sound equipment
2 people
Inventory competition equipment
2 people
Return borrowed equipment
2 people
Publish results
Send participants' photos

What to bring

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

Furniture

Registration tablesqty 3
Foldable tablesqty 8
Chairsqty 40
Bollardsqty 20
Barrier tapeqty 200

Sports equipment

Climbing ropesqty 8
Climbing harnessesqty 20
Safety Devicesqty 12
Climbing helmetsqty 20
Climbing matsqty 12
Climbing bagsqty 12
Climbing crash padsqty 6
Directional signsqty 40
Route handlesqty 160
Brush setsqty 12
Climbing tapeqty 12
Conesqty 20
Stopwatch setsqty 6
Whistlesqty 6

Equipment

Laptopqty 2
Tabletsqty 4
Printers
Extension cordsqty 6
Power stripsqty 6
Sound system
Microphonesqty 2
Power banksqty 6
First aid kit
Walkie-talkiesqty 8

Lighting

LED lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 8
Serving tongsqty 8

Decorations

Bib holdersqty 100
Stage blocksqty 3
Prize table
Competition postersqty 10

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4

Catering

Groceries

Tips

Set the competition format and race categories before publishing registration. Changing categories after people sign up creates avoidable rework in the participant list, start groups and start numbers.
Close registration early enough to print documents and assign groups. A practical deadline is 7–10 days before the competition, leaving time to send participant information and prepare score sheets.
Confirm route builders, judges and volunteers separately. Aim to have every role confirmed at least 14 days before the event, then send a short duty schedule with arrival times and contact details.
Do a full equipment check before event day, not when the first climbers arrive. Test stopwatches, whistles, microphones, tablets, printers, walkie-talkies and power supplies, and inspect ropes, harnesses, helmets, mats and crash pads.
Prepare the venue flow on paper and on site. Mark registration, waiting areas and route directions with tables, chairs, cones, bollards and barrier tape, and keep the first aid kit and safety equipment immediately accessible.

Frequently asked questions

How far in advance should I organize a climbing competition?: Start planning at least 8–12 weeks ahead, especially if you need to reserve a climbing wall, recruit route builders and confirm permissions. Open registration only after the format, categories, rules and budget are settled.
When should registration close for a climbing competition?: Close the participant list 7–10 days before the event. That gives you time to process registrations, collect dietary requirements, assign start groups and numbers, and send final participant information.
How many volunteers do I need for a climbing competition?: The number depends on the number of routes and participants, but plan one clearly assigned person for each operational role: registration, judging, starting groups, route support, safety oversight and results. Confirm the full volunteer team at least 14 days in advance.
What equipment should be checked before a climbing competition?: Check all climbing and safety equipment, including ropes, harnesses, safety devices, helmets, mats and crash pads, before setup begins. Also test timing, communication and power equipment at least one day before the competition, including stopwatches, tablets, printers, microphones and walkie-talkies.

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.