Figure skating competition checklist

A figure skating competition depends on details that are easy to leave until the last week. Start by securing the ice rink and setting the competition format, then build the rules, entries, music schedule and judging team around it. Allow time to verify every music file, publish the start order and prepare emergency contacts. This checklist also covers volunteer assignments, jury paperwork, race packets, prizes and the equipment needed at the rink.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve ice rink
Define the competition format
2 people
Draw up competition rules
2 people
Assign judges
2 people
Record officiating
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Request music files
Check music files
2 people
Create the start order
2 people
Create the jury lineup
Recruit volunteers
2 people
Assign volunteers
2 people
Confirm participants
2 people
Order prizes
Print program
2 people
Print the participant list
Collect emergency contacts
Check the shopping list
2 people
Do the shopping
3 people
Put music on USB
Wrap the prizes
2 people
Assemble Race Packets
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up coffee station
2 people
Set up jury tables
3 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Mark the public entrance
2 people
Post competition information
2 people
Lay out bib numbers
2 people
Prepare the jury forms
2 people
Test sound system
2 people
Test competition music
2 people
Check the lighting
2 people
Prepare first aid supplies

Event

Receive participants
3 people
Register participants
3 people
Hand out race numbers
2 people
Welcome the audience
3 people
Hand out programs
2 people
Give the opening speech
Introduce the jury
Guide riders to the ice
3 people
Announce starting order
Play competition music
2 people
Collect judging forms
2 people
Enter scores
2 people
Check results
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check public area
2 people
Announce break
Restock break buffet
2 people
Announce finalists
Handle prize ceremony
3 people
See participants off
3 people
See the audience out
3 people

Aftercare

Gather competition materials
3 people
Clear tables and chairs
4 people
Dismantle the sound system
2 people
Wash dishes
3 people
Clean coffee station
2 people
Collect waste
3 people
Clean the audience area
3 people
Check toilets
2 people
Collect lost and found items
Publish results
Email results to participants
Inventory supplies
2 people
Return rental items
2 people
Archive digital files
Send thank-you messages

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Jury tablesqty 4
Judges' chairsqty 12
Dressing room racksqty 8
Clothes hangersqty 80
Bollardsqty 20
Queue barriersqty 8

Equipment

Laptopqty 3
Printer
Mobile phonesqty 4
Sound system
Microphoneqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 4
Calculatorsqty 4
Walkie-talkiesqty 6
Power banksqty 4

Sports equipment

Bib numbersqty 60
Race bib sleevesqty 60
Training bibsqty 20
Conesqty 12
Practice matsqty 6
Towelsqty 30
Ice skate guardsqty 10
Ice skate rackqty 2
Jury formsqty 300
Scorecardsqty 100
Clipboardsqty 12
Stopwatchesqty 4
Medal boxesqty 20
Cupsqty 12
Medalsqty 60
Certificatesqty 60
First aid kitqty 2
Ice picksqty 2
Safety vestsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Storage binsqty 12
Food tongsqty 6

Decorations

Welcome sign
Competition bannersqty 4
Tableclothsqty 10
Stage backdrop
Flower arrangementsqty 4

Lighting

LED string lightsqty 4
LED lightsqty 6
Batteriesqty 24

Cleaning

Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Broom setsqty 3
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Reserve the ice rink before opening registration, then confirm the available warm-up and competition time in writing. The schedule determines how many skaters you can accept and when officials and volunteers must arrive.
Request music files with the registration process and check every file before competition week. Copy the final versions to at least two USB sticks so a damaged or missing file does not delay the programme.
Create the start order and jury lineup only after registrations and withdrawals are confirmed. Print the participant list, programme and jury forms together, and keep one digital copy on the laptop.
Assign volunteers to specific jobs rather than simply asking for general help. Give the registration desk, dressing rooms, rink access and results team clear arrival times, with walkie-talkies or mobile phones for coordination.
Prepare prizes, race packets, bib numbers and emergency contacts before event day. Set up jury tables, judges’ chairs, dressing-room racks, queue barriers and the sound system early enough to test power, microphones and music playback.

Frequently asked questions

How far in advance should I organize a figure skating competition?: Start securing the ice rink and defining the format at least 8–12 weeks before the event. Open registration only after the rules, entry information and provisional schedule are ready.
When should figure skating competition music be submitted?: Set a music deadline at least 7 days before the competition. Check every file after the deadline and copy the approved playlist to two USB sticks before event day.
How many judges and volunteers do I need for a figure skating competition?: Build the jury lineup around your competition format, then assign at least one volunteer to registration, one to the dressing rooms and one to rink access. Add coverage for results and runner duties if the schedule has multiple groups.
What should be prepared the day before a skating competition?: Finish the start order, jury lineup, participant list, programme, jury forms, prizes and race packets the day before. Also charge phones and power banks, test the sound system, and check that emergency contacts are complete.

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.