CrossFit competition checklist: what to arrange and when

A CrossFit competition depends on more than workouts and equipment. You need a clear format, confirmed registrations, workable heats, trained judges and a venue that can handle athletes and spectators safely. This checklist takes you from the first decisions through floor marking, scoring, refreshments and teardown. Start with the competition format and venue, then lock in people, equipment and timings before publishing the final participant list.

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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
Reserve competition venue
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Assign judges
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Check the entry fees
Create final participant list
2 people
Create the heat schedule
2 people
Prepare jury briefing
Send audience information
Order prize money and prizes
Check sports equipment
2 people
Do the shopping
3 people
Sort bib numbers
2 people
Print score sheets
Chill drinks
2 people
Clear the venue
4 people
Mark floor and competition zones
3 people
Set out sports equipment
5 people
Set up jury tables
3 people
Set up audience seating
3 people
Set up registration desk
2 people
Set up the catering table
2 people
Prepare first aid supplies
Test competition music
2 people
Give the jury briefing
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Give participant briefing
3 people
Lead the warm-up
2 people
Start heats
3 people
Record scores
4 people
Collect jury forms
2 people
Swap out sports equipment
4 people
Check the competition floor
2 people
Refill the water stations
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Collect waste
2 people
Announce the final
Lead the final
4 people
Check the final standings
3 people
Present prizes
3 people
Thank participants

Aftercare

Clear away sports equipment
5 people
Clear away chairs and tables
4 people
Clean up catering
3 people
Dispose of waste
3 people
Clean the venue
4 people
Archive score sheets
Publish results
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Registration tablesqty 2
Jury tablesqty 8
Audience chairsqty 120
Folding chairsqty 20
Waste binsqty 8

Sports equipment

Rubber floor tilesqty 80
Barbellsqty 12
Bumper platesqty 80
Kettlebellsqty 20
Dumbbellsqty 24
Plyo boxesqty 12
Gymnastics ringsqty 12
Pull-up barsqty 8
Skipping ropesqty 20
Rowing machinesqty 6
Air bikesqty 6
Sandbagsqty 12
Conesqty 30
Barrier tapeqty 4
Competition bibsqty 100
Race bib strapsqty 100
First aid kitsqty 2
Ice packsqty 20
Hand sanitizerqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Stopwatchesqty 12
Megaphone

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 160
Cutlery setsqty 160

Kitchen

Coolersqty 6
Water jugsqty 8
Serving plattersqty 12
Serving spoonsqty 12
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 6

Decorations

Placement signsqty 6
Direction signsqty 12
Prizes and medalsqty 12

Catering

Groceries

Tips

Set the competition format and rules before opening registration. Include divisions, workout standards, tiebreakers, judging requirements and the deadline for questions so athletes know exactly what they are entering.
Build the heat schedule only after registrations and entry fees are checked. Leave enough time between heats for judging, score collection, equipment changes and athlete movement through the competition zones.
Brief judges and volunteers before competition day, not during the first heat. Give judges the standards and score sheets, and assign volunteers to registration, equipment, floor control, scoring and spectator information.
Check every piece of sports equipment against the workouts at least one week before the event. Test rowing machines, air bikes, pull-up bars, rings and power access, and keep spare extension cords and power strips available.
Mark the floor and competition zones before setting out equipment. Place jury tables where judges can see the athletes, keep barrier tape and cones clear of moving lanes, and chill drinks and prepare reusable cups before doors open.

Frequently asked questions

How far in advance should I organize a CrossFit competition?: Start planning at least 8 to 12 weeks before the event. Reserve the venue first, then set the format, publish registration, recruit judges and volunteers, and confirm equipment before the final two weeks.
How many judges and volunteers do I need for a CrossFit competition?: Plan at least 1 judge per active lane or station, plus 1 head judge. Add 2 to 4 volunteers for registration, equipment, scoring, athlete flow and refreshments, depending on the number of heats.
When should I publish the CrossFit competition heat schedule?: Publish the final schedule 3 to 7 days before the competition. Wait until registrations, entry fees and divisions are checked, then send athletes their heat times and audience information.
How much time should I allow between CrossFit competition heats?: Allow at least 10 to 15 minutes between heats for scoring, equipment changes and athlete movement. Use a longer gap when workouts require rowing machines, air bikes or substantial equipment resets.

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.