Climbing competition checklist

A climbing competition needs more than routes and start times. You need a clear format, categories, participant limit and rules before registration opens, then enough judges, route builders and volunteers to run the day. Build in time for route setting, safety checks and printing score sheets. This checklist also covers the details people often leave too late, such as dietary requirements, starter groups, participant badges and final competition information.

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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
Confirm the competition venue
Determine race categories
2 people
Set participant limit
Create a registration form
Write out the competition rules
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign judges
Finalize route builders
Make reservations
Update participant list
2 people
Assign starter groups
2 people
Publish start times
Create route designs
3 people
Set out climbing routes
3 people
Check climbing routes
3 people
Check safety equipment
2 people
Order prizes
Prepare certificates
2 people
Print score sheets
Making participant badges
2 people
Email competition info
Check the shopping list
2 people
Do the shopping
3 people
Set out prizes and materials
2 people
Prepare participant registration
2 people
Prepare catering stations
3 people

Event

Open venue
2 people
Inspect the competition area
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Hang scoreboards
2 people
Prepare route maps
2 people
Mark off safety zones
3 people
Test sound system
2 people
Chill drinks
2 people
Set out snacks
3 people
Brief volunteers
3 people
Give the jury briefing
3 people
Register participants
4 people
Hand out race numbers
2 people
Explain the climbing rules
2 people
Hold opening briefing
2 people
Supervise climbing rounds
8 people
Record scores
3 people
Monitor route safety
4 people
Inform participants
2 people
Refill drinks
2 people
Serve snacks
3 people
Collect used glasses
2 people
Keep the break area clean
2 people
Publish interim results
2 people
Check final routes
3 people
Announce finalists
2 people
Lead the final
8 people
Check final scores
3 people
Announce the winners
2 people
Present prizes
3 people
Take group photo
2 people
Check out participants
2 people
Gather competition materials
4 people
Lock up the venue
2 people

Aftercare

Check climbing equipment
3 people
Archive scores digitally
Publish results
Send thank-you message
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Return materials
3 people
Return borrowed items
2 people
Clear away unused groceries
2 people

What to bring

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

Furniture

Registration tablesqty 3
Foldable tablesqty 8
Folding chairsqty 80
Judges' table
High tablesqty 6
Clothes racksqty 4
Storage cratesqty 12

Equipment

Laptopqty 3
Tabletsqty 4
Mobile printersqty 2
Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Charging adaptersqty 8
Power banksqty 4

Sports equipment

Climbing ropesqty 8
Climbing harnessesqty 12
Climbing helmetsqty 12
Security devicesqty 10
Climbing carabinersqty 20
Climbing chalkqty 12
Chalk bagsqty 12
Climbing brushesqty 12
Crash matsqty 12
Route mapsqty 80
Route arrowsqty 80
Bib numbersqty 80
Scoreboardsqty 6
Stopwatchesqty 8
Measuring tapesqty 4
Markersqty 24
Barrier tapeqty 8
Traffic conesqty 20
Conesqty 20
Toolboxesqty 3
Allen key setsqty 4
Route-building screwsqty 300
Spare climbing holdsqty 40
First aid blanketsqty 4

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

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

Decorations

Competition postersqty 8
Direction signsqty 12
Start banner
Stage sign
Tableclothsqty 10
Name badgesqty 100
Badge holdersqty 100
Prizesqty 12
Medalsqty 12
Certificatesqty 80

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning spraysqty 4
Hand soap dispensersqty 4
Towel rollsqty 8

Catering

Groceries

Tips

Set the format, race categories, participant limit and rules before creating the registration form. Participants need to know what they are entering before invitations go out.
Recruit volunteers and assign judges early enough to cover registration, starting groups, scoring and participant questions. Confirm the route builders before publishing the final schedule.
Finish route designs before event day and allow time to set, inspect and adjust every climbing route. Check ropes, harnesses, helmets, carabiners, security devices and crash mats before participants arrive.
Publish start times only after registrations are processed and starter groups are assigned. Send the competition information by email at least 3 days before the event, including arrival time, rules and what participants need to bring.
Prepare the scoring and welcome setup together: print score sheets, make participant badges, label registration tables and test the laptop, tablets, printers, microphone and sound system. Bring spare charging adapters, extension cords and power banks so check-in does not stop when equipment runs low.

Frequently asked questions

How far in advance should I organise a climbing competition?: Start planning at least 8 to 12 weeks before the competition. Confirm the venue, format, categories and participant limit first, then open registration once the rules and registration form are ready.
When should climbing competition registration close?: Close registration 7 to 10 days before the event if you need time to process entries, collect dietary requirements and assign starter groups. Publish start times after the participant list has been checked.
How long before a climbing competition should routes be set?: Set the routes 1 to 2 days before the competition when possible. Complete a full route and safety check after setting, including holds, arrows, route maps, ropes, crash mats and security equipment.
What should I prepare for climbing competition check-in?: Prepare the registration tables, participant badges, bib numbers, updated participant list, laptop or tablets, score sheets and a mobile printer at least 60 minutes before the first start. Keep spare power banks, charging adapters and extension cords nearby.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.