Climbing competition checklist

A climbing competition needs more than marked routes and a start list. You need a clear format, registration process, route checks, judges, safety controls and a timetable that works on the day. Plan administration before equipment setup: dietary information, participant lists, bib numbers and jury forms are easy to overlook until the venue is busy. This checklist follows the work from first decisions through opening the venue, setting up the competition area and running registration.

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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
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Create the match schedule
2 people
Assign judges
2 people
Prepare route maps
2 people
Check race routes
3 people
Mark climbing routes
3 people
Conduct a safety check
3 people
Do the shopping
2 people
Print participant lists
Prepare race numbers
2 people
Print the jury forms
Prepare catering
2 people

Event

Open venue
2 people
Clear the competition area
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out climbing gear
3 people
Set up the jury tables
2 people
Test sound system
2 people
Build the catering buffet
3 people
Hang up route maps
2 people
Register participants
3 people
Give participant briefing
3 people
Supervise climbing rounds
6 people
Check scores
2 people
Refill drinks
2 people
Serve snacks and fruit
2 people
Swap climbing gear
3 people
Guide the final round
6 people
Calculate final scores
3 people
Present prizes
3 people
Inform participants
2 people

Aftercare

Clear away climbing equipment
4 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the competition area
3 people
Publish results
Return borrowed equipment
2 people
Share participant photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Registration desk
Jury tablesqty 4
Waste binsqty 6

Sports equipment

Climbing ropesqty 12
Climbing harnessesqty 20
Helmetsqty 12
Climbing and belay devicesqty 12
Climbing matsqty 8
Competition gripsqty 40
Route signsqty 20
Barrier tapeqty 4
Chalk bagsqty 15
Climbing brushesqty 10
Bib numbersqty 80
Stopwatchesqty 8
Measuring tapesqty 3

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone
Power banksqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 3
Water jugsqty 6

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6
Coolersqty 4

Decorations

Competition flagsqty 8
Stage ribbon
Directional signsqty 12

Lighting

LED lampsqty 6

Cleaning

Broomqty 2
Mop setsqty 2
Bucketsqty 3
Hand broomsqty 3
Microfiber clothsqty 12
First aid kit
Cold packsqty 8

Catering

Groceries

Tips

Set the competition format before opening registration. Competitors need to know the categories, scoring method and schedule before they sign up, and judges need the same information when you assign them.
Close registration early enough to create the match schedule and print participant lists. Leave time to prepare bib numbers, route maps and jury forms after the final entries are processed.
Treat route marking and safety checks as separate jobs. Check every race route, inspect climbing ropes, harnesses, helmets, belay devices and mats, then place barrier tape and route signs before competitors arrive.
Prepare the registration desk as a working station, not just a table. Put the laptop, printer, participant lists, bib numbers, power strips and extension cords together, and test the setup before opening the venue.
Test announcements before the first round. Connect the portable speaker and microphone, keep power banks available, and place water jugs, reusable cups and waste bins where participants and volunteers can reach them.

Frequently asked questions

How far in advance should I open registration for a climbing competition?: Open registration at least 3 to 4 weeks before the competition if you expect multiple categories or a full schedule. Close it several days before the event so you can process entries, collect dietary requirements and prepare the match schedule.
When should climbing routes be checked before the competition?: Check the routes after they are marked and again on the day of the competition. Complete the final safety check before registration opens, with enough time to correct a route, replace equipment or adjust barriers.
How many judges do I need for a climbing competition?: Assign at least one judge to each active competition area, then add a reserve if rounds overlap or breaks are limited. Final numbers depend on the number of routes and competitors, so create the schedule before confirming assignments.
What should be ready at the registration desk on competition day?: Have the laptop, printer, participant lists, bib numbers, pens, power strips and extension cords ready before opening the venue. Set up the desk at least 60 minutes before registration so you can test the printer and handle late changes without delaying the first round.

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