Flyball competition checklist: what to arrange and when

A flyball competition needs more than teams, dogs and a course. You must secure the venue, confirm insurance and permits, manage entries, brief judges and volunteers, and prepare timing and match paperwork. This checklist takes you from the first booking through event-day setup. It also covers details that are easy to leave too late, such as checking team data, printing start lists, charging batteries and placing water bowls before the first race.

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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

Reserve competition venue
Apply for competition permit
Check competition insurance
Send invitations
2 people
Open registration
Distribute flyers
2 people
Publish competition rules
Invite the judges
Process registrations
2 people
Check team details
2 people
Collect dietary requirements
Send participant confirmations
Collect entry fees
2 people
Make the competition schedule
2 people
Prepare jury briefing
Assign volunteers
2 people
Make a parking plan
Print floor plan
Order prizes and cups
Print match forms
Print the starting lists
Do the shopping
2 people
Check flyball equipment
2 people
Charge batteries
Set out dog water
Sort bib numbers
2 people
Prepare catering
3 people
Load transport to the venue
3 people

Event

Open venue
2 people
Set out the competition course
4 people
Set up flyball boxes
2 people
Set up obstacles
3 people
Set up crowd barriers
3 people
Set up the registration desk
2 people
Set up catering table
3 people
Set up tables and chairs
4 people
Connect the technical equipment
2 people
Set up judges' table
2 people
Hang start lists
Mark the dog walking route
2 people
Hold the jury briefing
4 people
Brief volunteers
3 people
Receive participants
3 people
Check dogs
2 people
Hand out race numbers
2 people
Guide practice runs
4 people
Welcome the audience
2 people
Make the opening announcement
Guide competition rounds
6 people
Record times
2 people
Process competition results
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Empty trash bins
2 people
Refill drinking water for dogs
2 people
Announce interim standings
Call the finalists
Assist with the finals
6 people
Present prizes
3 people
Give a thank-you speech
See participants off
3 people

Aftercare

Switch off the equipment
2 people
Dismantle the flyball course
4 people
Clear away furniture
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Check the grounds for dog mess
2 people
Reload materials
3 people
Return borrowed items
2 people
Return venue keys
Publish results
Share photos with participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Foldable tablesqty 3
Waste binsqty 6

Sports equipment

Flyball boxesqty 2
Flyball obstaclesqty 16
Start line matsqty 2
Finish line matsqty 2
Barrier tapeqty 4
Conesqty 24
Training ballsqty 30
Dog water bowlsqty 10
Dog waste bag holdersqty 4

Equipment

Electronic timing
Stopwatchesqty 4
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 4
Megaphone
Portable speaker
Power banksqty 4

Tableware

Reusable cupsqty 120
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Thermos flasksqty 6
Serving plattersqty 8

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Ice packsqty 20

Decorations

Competition flagsqty 8
Bannersqty 6
Tableclothsqty 10
Bib numbersqty 40
Directional signsqty 12
Prize displaysqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 3
Dog waste pickersqty 3
First aid kit

Catering

Groceries

Tips

Reserve the venue and apply for the competition permit early enough to allow for follow-up questions. Confirm the insurance requirement at the same time, rather than waiting until entries open.
Open registration only after the rules, entry information and closing arrangements are ready. Check every team’s details before sending confirmations, then collect entry fees and dietary requirements in one follow-up.
Build the competition schedule after registrations are processed, not from estimates. Print match forms and start lists in advance, and keep a digital copy on the laptop in case a page is lost.
Brief judges and volunteers before the first race, including who manages the start line, timing, results, parking and dog welfare. Give volunteers a clear shift and handover time so essential posts are never empty.
Test the flyball boxes, obstacles, mats, electronic timing and stopwatches before setup is complete. Charge batteries, check extension cords and power strips, and place dog water bowls and waste-bag holders before teams arrive.

Frequently asked questions

How far in advance should I plan a flyball competition?: Start venue, permit and insurance arrangements several months before the competition. Open registration only once the rules and event information are final, then set a clear closing date so you have time to check teams and build the schedule.
What should I print for a flyball competition?: Print the competition rules, venue map, start lists and match forms before event day. Prepare at least one working set for the officials and volunteers, plus spare copies for schedule changes or lost paperwork.
How many volunteers do I need for a flyball competition?: Plan separate cover for judging, timing, results, parking, announcements and course support. The exact number depends on your schedule, but every role should have a named person and a handover before the first match.
When should flyball equipment be checked?: Check the flyball boxes, obstacles, start and finish mats, cones and timing equipment at least one day before the competition. On the morning itself, test electronic timing and stopwatches again, then charge or connect all required power sources.

Start this plan in Lizzt

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