Climbing competition checklist: what to arrange and when

A climbing competition depends on more than routes and start times. You need a confirmed format, categories, jury and route-building schedule before invitations go out. In the final week, registration data, dietary requirements, bib numbers, score sheets and route maps must be ready. On the day, allow time to inspect the climbing area, mark the competition zone, test the sound system and brief judges before the first climber arrives. This checklist puts those jobs in a workable order.

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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 competition format
2 people
Set categories and rules
2 people
Reserve climbing venue
Appoint the competition jury
2 people
Finalize route builders
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send competition information
Preparing the route design
3 people
Build climbing routes
4 people
Check climbing routes
3 people
Number route maps
2 people
Print score sheets
Check participant list
2 people
Do the shopping
2 people
Sort bib numbers
2 people
Prepare jury briefing
2 people
Inspect the climbing area
3 people
Mark off the competition area
3 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Set out competition equipment
3 people
Set up judges' table
2 people
Test sound system
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up participant registration
2 people
Brief the judges
3 people
Brief volunteers
3 people
Conduct a safety check
3 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Explain the competition rules
2 people
Lead the group warm-up
2 people
Supervise climbing rounds
8 people
Record scores
4 people
Keep the climbing area clear
2 people
Refill drinks
2 people
Serve snacks
3 people
Collect score sheets
2 people
Check final scores
3 people
Support the final rounds
6 people
Announce the winners
2 people
Present prizes
3 people
See participants off
3 people

Aftercare

Gather competition materials
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the climbing area
3 people
Final venue check
2 people
Return borrowed materials
2 people
Publish results
Send prizes and thank-yous

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Party tentsqty 3
Folding benchesqty 4
Bollardsqty 20
Barrier tapeqty 4

Sports equipment

Bouldering matsqty 12
Climbing ropesqty 6
Climbing harnessesqty 12
Climbing helmetsqty 12
Oven bagsqty 20
Climbing brushesqty 20
Route map signsqty 12
Bib numbersqty 120
Stage blocksqty 3
Medalsqty 18
Prizesqty 6
Toolboxesqty 3
Allen key setsqty 4
Brushes for gripsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 2
Tabletsqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 3
Megaphone
Stopwatchesqty 8
Printer

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Water jugsqty 6
Serving plattersqty 12

Lighting

LED lampsqty 8
Outdoor lightsqty 4

Catering

Coolersqty 6
Thermos flasksqty 6
Food warmersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Groceries

Cleaning

Waste binsqty 10
Hand sanitizerqty 6
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 4
Microfiber clothsqty 20
Glovesqty 12

Safety

First aid kitsqty 2
Cold packsqty 10
Safety vestsqty 12
Flashlightsqty 6

Tips

Set the competition format and categories before sending invitations. Publish the rules with the registration information so participants know how scoring, attempts and time limits work.
Book the climbing venue early enough to reserve route-building access. Routes need to be designed, built and checked before competition day, not while registration is opening.
Close registrations with enough time to check the participant list, collect dietary requirements and sort bib numbers. Print score sheets and route map signs only after the final list is confirmed.
Plan a separate judges’ briefing before the first round. Give the jury the rules, scoring method, route maps and stopwatches, then check that every judge has the materials needed at their table.
Do the venue inspection before setting out equipment. Check bouldering mats, ropes, harnesses, helmets, barriers, power supplies and the sound system, and leave time to correct problems before competitors arrive.

Frequently asked questions

How far in advance should I organize a climbing competition?: Start venue booking, competition format and jury planning at least 8 to 12 weeks ahead. This leaves time for invitations, registrations, route design and route checking before event day.
When should climbing routes be built for a competition?: Build the routes after the design is approved and before the final competition briefing. Finish checking and numbering them at least 1 day before the event so route map signs and score sheets can be prepared.
What should be ready the day before a climbing competition?: Have the final participant list, bib numbers, printed score sheets, route maps, jury briefing and shopping completed. Also inspect the climbing area, mark the competition zone and test the sound system before competitors arrive.
How many judges do I need for a climbing competition?: The number depends on the number of active climbing areas and competition categories. Plan at least 1 judge per scoring station, plus a competition jury responsible for consistent rulings and questions.

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.