Gymnastics competition checklist: what to arrange and when

A gymnastics competition depends on more than the apparatus on the floor. You need a clear format, confirmed clubs, judges, volunteers and start groups before the schedule can be shared. This checklist takes you from venue booking and registration through jury paperwork, equipment checks and event-day setup. It also covers details that are easy to leave too late, such as medals, parent information, route signs, spare parts and drinks for the people working the competition.

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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
Set competition format
2 people
Draw up competition rules
2 people
Contact participating clubs
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Invite the judges
2 people
Recruit volunteers
2 people
Create the jury lineup
2 people
Create the match schedule
2 people
Assign starter groups
2 people
Check start lists
2 people
Send the schedule to clubs
Send parent information
Order medals and cups
Print the jury forms
Making participant badges
2 people
Prepare route signs
Check sports equipment
3 people
Lay out spare parts
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
4 people
Check sports flooring
2 people
Set up the gymnastics floor
6 people
Set up bridge and beam
5 people
Set up the bar and rings
5 people
Set up the jump and approach runway
4 people
Check the 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
Set up the prize presentation
2 people
Provide the jury tables with forms
2 people
Test sound system
2 people
Check first aid supplies
Brief volunteers
2 people
Conduct the jury briefing
2 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out race numbers
2 people
Guide the warm-up
5 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
Inform the audience
2 people
Oversee the break in the match
4 people
Announce the next round
Resume the competition round
8 people
Process interim results
2 people
Announce finalists
Guide the final round
8 people
Check final scores
3 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Take group photo
2 people
Check out participants
3 people
Guide the audience to the exit
3 people

Aftercare

Clean up catering
3 people
Dismantle sports equipment
6 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Check changing rooms
2 people
Clean the sports floor
3 people
Clean the competition area
4 people
Return materials
4 people
Return borrowed items
2 people
Publish results
Send thank-you message to participants

What to bring

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

Sports equipment

Gym floor
Balance beamqty 2
Uneven bars
Bridge level
Uneven bars
Rings
Springboardqty 2
Pegasus horseqty 2
Approach matqty 2
Crash matsqty 10
Landing matsqty 6
Gym matsqty 12
Magnesium tubsqty 4
Magnesium blocksqty 12
Measuring tapeqty 2
Barrier tapeqty 4
Conesqty 24

Furniture

Tablesqty 14
Chairsqty 180
Jury tablesqty 8
Changing room benchesqty 12
Clothes racksqty 4

Equipment

Laptopqty 2
Printer
Sound system
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Tea glassesqty 60

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Serving traysqty 8
Serving jugsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 6

Decorations

Competition bannersqty 6
Start number signsqty 120
Directional signsqty 12
Stage blocksqty 3
Tableclothsqty 14

Lighting

LED string lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 6

Catering

Medalsqty 40
Winner's cupsqty 8
Jury formsqty 200
Pensqty 40
Clipboard foldersqty 12
Groceries

Tips

Set the competition format and rules before opening registration. Clubs need to know the disciplines, age groups, entry requirements and closing date before they submit athletes.
Close registrations early enough to build a workable schedule. After processing the entries, check the participant list, dietary requirements and start groups before sending the final information to clubs and parents.
Confirm judges and volunteers before publishing the jury lineup. A competition needs people for judging, registration, announcements, equipment supervision and practical tasks between rotations.
Check every apparatus and mat before competition day, including the gym floor, beam, bars, springboard, vaulting equipment, rings and landing areas. Put spare parts, measuring equipment, magnesium and barrier materials where the setup team can reach them.
Order medals and cups as soon as the number of categories is clear, then prepare jury forms, participant badges and route signs. Test the laptop, printer, sound system, microphone, extension cords and charging stations before doors open.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Start venue and judge planning at least 12 weeks before the competition. Open registration only after the format, rules and participation requirements are fixed, and allow 2 to 3 weeks after registration closes to create and check the schedule.
When should I send the gymnastics competition schedule to clubs?: Send the checked schedule at least 7 days before the event. Include start groups, arrival times, practical instructions and parent information so clubs can correct obvious errors before competition day.
How many volunteers are needed for a gymnastics competition?: Plan separate coverage for registration, announcements, equipment supervision, jury support, refreshments and room changes. For a small competition, start with at least 1 volunteer per operational area and add people for each simultaneous rotation.
What equipment should be checked before a gymnastics competition?: Check the gym floor, apparatus, approach and landing mats, crash mats, magnesium, measuring tape, cones and barrier tape at least 1 day before the event. Test the printer and sound equipment on the same day, and keep spare parts available during setup.

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.