Gymnastics competition checklist: plan it in the right order

A gymnastics competition depends on more than a clear schedule and a suitable floor. You need to confirm the venue, rules, judges, supervisors, equipment and registration details early enough to prevent gaps on the day. Participant groups, jury rotations, score sheets and information for spectators should be ready before doors open. Use this checklist to work through the planning in order, then verify the floor, apparatus, music, first-aid kit and hospitality supplies during the final setup.

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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 the competition rules
2 people
Reserve competition venue
Assign judges
2 people
Assign supervisors
2 people
Invite participants
2 people
Process registrations
2 people
Collect dietary requirements
Make the competition schedule
2 people
Assign starter groups
2 people
Create the jury schedule
Send participant information
Send audience information
Order prizes
Check medals
Print score sheets
Print participant lists
Prepare certificates
2 people
Check the shopping list
2 people
Do the shopping
2 people
Check gymnastics equipment
2 people
Prepare music files
Check first aid kit
Sort hospitality supplies
2 people
Clear the competition floor
4 people
Lay the gymnastics floor
6 people
Set up bridge
4 people
Set up the beam
4 people
Set up the horizontal bar
4 people
Set up the springboard table
4 people
Lay crash mats
4 people
Set up jury tables
3 people
Set up audience seating
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare score materials
2 people
Equip jury tables with materials
2 people
Test the PA system
2 people
Check competition lighting
2 people

Event

Register participants
4 people
Hand out race numbers
2 people
Brief the judges
2 people
Lead the warm-up
3 people
Announce the opening
Run the competition round
8 people
Collect scores
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Answer audience questions
2 people
Rotate the competition round
4 people
Start the music for exercises
Run the competition round
8 people
Process interim results
2 people
Restock break snacks
2 people
Guide the final round of the competition
8 people
Check final scores
3 people
Lay out prizes
2 people
Handle prize ceremony
4 people
Announce the results
Check out participants
2 people
Escort the audience outside
3 people

Aftercare

Dismantle the gymnastics equipment
6 people
Clear away the gym mats
4 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the competition floor
3 people
Clean the catering area
2 people
Gather scorekeeping materials
2 people
Check borrowed items
2 people
Switch off equipment
2 people
Lock up the venue
2 people
Publish results online
Share photos with participants
Return rental items
2 people
Store leftover stock
2 people

What to bring

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

Sports equipment

Gym floor
Bridge
Beam
Uneven bars
Springboard
Springboard
Crash matsqty 12
Landing matqty 2
Chalk traysqty 3
Gymnastic ribbonsqty 20

Furniture

Tablesqty 12
Chairsqty 120
Changing room benchesqty 8
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Kitchen knivesqty 4
Cutting boardsqty 4

Equipment

Laptopqty 2
Printer
PA system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Stopwatchesqty 6

Lighting

LED work lightsqty 4
Cable matsqty 8

Decorations

Welcome sign
Direction arrowsqty 12
Bib numbersqty 120
Medalsqty 36
Cupsqty 12
Certificatesqty 120
Tableclothsqty 12

Catering

Groceries

Cleaning

Broomqty 4
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand broomsqty 4

Safety

First aid kit
Ice packqty 12
Safety vestsqty 10
Barrier tapeqty 4
Conesqty 20

Office

Score sheetsqty 400
Ballpoint pensqty 30
Pencilsqty 20
Eraserqty 10
Clipboardsqty 12
Bindersqty 6
Printer paperqty 2
Tapeqty 6
Markersqty 12

Tips

Set the rules and competition format before inviting participants. This gives you a firm basis for registration, judging assignments, starter groups and the final timetable.
Close registrations before preparing the schedule. Allow time to check dietary requirements, group participants, create the jury schedule and send separate information to participants and the audience.
Check every apparatus against the planned events, including the gym floor, bridge, beam, uneven bars, springboards and landing or crash mats. Do this before setup day so missing equipment can still be arranged.
Prepare the scoring and award materials in one batch: print score sheets and participant lists, check the medals and certificates, and keep spare copies with the laptop and printer.
Finish the venue setup with a floor and safety check. Clear the competition area, lay the gymnastics floor, test the PA system and music files, and place first-aid supplies where supervisors can reach them quickly.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Reserve the venue and set the rules as early as possible, ideally at least 8 weeks before the event. Assign judges and supervisors, invite participants and open registrations once the format is fixed.
When should gymnastics competition registrations close?: Close registrations at least 10 to 14 days before the competition. You then have enough time to process entries, collect dietary requirements, assign starter groups and produce the schedule.
What equipment should I check before a gymnastics competition?: Check the gym floor, bridge, beam, uneven bars, springboards, landing mat, crash mats and chalk trays. Complete the check no later than the day before setup, then inspect the layout again before participants arrive.
How early should I prepare score sheets and certificates?: Print score sheets and participant lists at least 2 days before the competition, and prepare certificates and prizes at the same time. Keep spare printed copies available in case the printer or laptop fails.

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.