Climbing competition checklist

A climbing competition needs more than routes and prizes. You have to lock down the format, categories, rules and schedule before registration opens, then coordinate route setters, judges, volunteers and first aid. This checklist helps you work through the 77 planning tasks in the right order, from booking the climbing venue to publishing start lists and printing route cards. It also highlights details that are easy to leave until the last week, such as score-processing tests, dietary requirements and backup equipment.

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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

Define the competition concept
2 people
Reserve climbing venue
Draw up competition rules
2 people
Set categories and levels
2 people
Create the match schedule
2 people
Coordinate the course build with the venue
2 people
Confirm judges and course builders
2 people
Recruit volunteers
2 people
Create registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
Collect dietary requirements
Check participant categories
2 people
Assign starter groups
2 people
Publish start lists
Order prizes and medals
Prepare jury forms
2 people
Test score processing
2 people
Review the safety plan
3 people
Arrange first aid staffing
Book catering
Check the shopping list
2 people
Do the shopping
2 people
Print route maps
Prepare name labels
2 people
Prepare staff briefing
Check climbing routes
3 people
Inspecting climbing equipment
3 people
Clean the venue
3 people
Bring materials to the venue
3 people

Event

Set up the registration desk
2 people
Set up the audience area
3 people
Mark off the climbing area
3 people
Set up jury tables
2 people
Set up scoring stations
2 people
Hang up route maps
2 people
Set up catering
3 people
Chill drinks
2 people
Register participants
3 people
Hand out race numbers
2 people
Explain the competition rules
2 people
Brief the judges and security staff
3 people
Lead the warm-up
2 people
Give the opening briefing
2 people
Supervise climbing rounds
6 people
Register attempts
4 people
Monitor route safety
4 people
Collect score sheets
2 people
Process scores
2 people
Inform the audience
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Announce finalists
2 people
Check final routes
3 people
Lead the final
6 people
Process final scores
2 people
Check the result
3 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Take group photo
2 people
Check out participants
2 people

Aftercare

Collect materials
4 people
Dismantle climbing zone
4 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Archive score data
Publish the results
Share photos with participants
Store leftover catering
2 people
Return materials
3 people
Return borrowed materials
2 people
Store price and promotional signs
Register lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 4
Clothes racksqty 2

Sports equipment

Climbing harnessesqty 30
Climbing helmetsqty 30
Climbing ropesqty 12
Climbing carabinersqty 30
circuit breakersqty 20
Climbing setsqty 20
Oven bagsqty 30
Climbing matsqty 12
Directional signsqty 40
Barrier tapeqty 6
Traffic conesqty 12
Spare gripsqty 30
Allen keysqty 6
Route-building toolsqty 3
Safety helmetsqty 4

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 4
Power stripsqty 4
Megaphone
Camera
Coolersqty 4
Thermos flasksqty 4

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Serving jugsqty 6
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Ice packsqty 12
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Bib holdersqty 40
Name badgesqty 60
Competition postersqty 8
Directional signsqty 12
Stage blocksqty 3
Medalsqty 12
Cupsqty 6
Tableclothsqty 8

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the competition format, categories and rules before you create the registration form. Competitors need to know their level, scoring method and schedule when they sign up, not after registration closes.
Book route setters, judges, volunteers and first-aid cover early enough to build a workable rota. Do not wait until the final week to discover that the jury desk or belay coverage has no replacement.
Test registration and scoring with sample competitors before the start lists are published. Run at least one complete scoring cycle on the laptop or tablets so you can catch missing categories, duplicate entries or printer problems.
Print route cards, jury forms, start lists and directional signs before event day. Keep spare copies available because a last-minute category change or damaged sheet can otherwise delay the first round.
Review the safety plan with the venue, route team and volunteers before doors open. Check the climbing mats, ropes, harnesses, helmets, carabiners, circuit breakers, barriers and access routes rather than assuming the venue has everything ready.

Frequently asked questions

How far in advance should I organise a climbing competition?: Start planning at least 8 to 12 weeks before the competition. Book the climbing venue, route team, judges and first-aid cover first, then allow time for registration, promotion, route planning and volunteer scheduling.
When should registration close for a climbing competition?: Close registration around 7 to 10 days before the event. This gives you time to check categories, collect dietary requirements, assign starter groups, create start lists and print the documents used by judges.
How many volunteers do I need for a climbing competition?: Plan for at least one person at registration, one event lead, judges for each active area, route or safety support, and a first-aid role. Add one or two floaters for breaks, queues and unexpected equipment or scoring issues.
What should I test before a climbing competition starts?: Test the registration data, scoring process, printer, tablets or laptop, extension cords and power strips at least one day beforehand. On the morning, check route cards, jury forms, signage, safety equipment and the communication system before competitors arrive.

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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.