Gymnastics competition checklist: plan it in the right order

A gymnastics competition depends on more than booking a sports hall and inviting clubs. You need confirmed entries, clear rules, a workable schedule, prepared judges, trained volunteers and every apparatus ready before the first warm-up. Start with the date and venue, then move through registrations, staffing and competition documents. In the final week, check medals, score sheets, starting lists, scoring equipment, power supplies and the full shopping list so small omissions do not delay the event.

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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 match date
2 people
Reserve the sports hall
Set competition rules
2 people
Approach jury members
2 people
Invite participating associations
2 people
Send invitations
2 people
Process registrations
2 people
Confirm registrations
2 people
Collect dietary requirements
Make the competition schedule
3 people
Assign jury tables
2 people
Create the program
2 people
Send participant information
2 people
Send jury instructions
2 people
Make jury accommodation reservation
Assign volunteers
2 people
Confirm first aid volunteers
Order prize money and medals
Print score sheets
2 people
Print the starting lists
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check medals and prizes
2 people
Gather sports equipment
4 people
Charge the scoring equipment
2 people
Assemble starter packs
3 people

Event

Open venue
2 people
Check the sports hall
2 people
Set up the registration desk
2 people
Set up jury tables
3 people
Set up gym equipment
6 people
Lay crash mats
4 people
Set up audience seating
4 people
Mark the competition floor
2 people
Connect the sound system
2 people
Set up score tables
3 people
Set up catering point
3 people
Set up medical area
2 people
Hang signs
2 people
Receive the jury
2 people
Register participants
4 people
Hand out starter packs
3 people
Give the jury briefing
2 people
Lead the warm-up
3 people
Welcome the audience
4 people
Announce the opening
Guide competition rounds
8 people
Enter scores
3 people
Announce start times
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check toilets
2 people
Check final standings
3 people
Prepare awards ceremony
3 people
Handle prize ceremony
4 people
See participants off
3 people

Aftercare

Take down the equipment
6 people
Clear away chairs and tables
4 people
Collect scoring equipment
2 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the sports floor
3 people
Collect waste
3 people
Hand over the venue
2 people
Return materials
4 people
Return borrowed items
2 people
Archive score sheets
Publish results
2 people

What to bring

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

Furniture

Chairsqty 220
Foldable tablesqty 18
Jury tablesqty 8
Registration deskqty 2
Clothes racksqty 4

Sports equipment

Gym floor
Balance beam
Bridge uneven rungs
Balance beam
Rings
Uneven bars
Springboardsqty 2
Crash matsqty 12
Landing matsqty 6
Warm-up matsqty 40
Magnesium tubsqty 4
Barrier tapeqty 8
Conesqty 30
Race ribbonsqty 20

Equipment

Laptopsqty 4
Tabletsqty 8
Printersqty 2
Scoreboardsqty 4
Stopwatchesqty 8
Extension cordsqty 10
Power stripsqty 8
Sound system
Wireless microphonesqty 2
Charging cablesqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Pouring jugsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Serving plattersqty 12
Serving tongsqty 8

Decorations

Competition bannersqty 4
Directional signsqty 12
Race number sheetsqty 100
Stage blocksqty 3

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Hand sanitizer pumpsqty 8
Toilet brushesqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Set the date and reserve the sports hall before contacting associations. Allow enough time for the gym floor, balance beams, uneven bars, rings, springboards, mats and warm-up areas to be set up safely.
Close registrations before making the competition schedule. Use the confirmed entries to assign starting groups, jury tables and approximate timings; send the final program and participant information at least 7 days ahead.
Confirm judges, first-aid volunteers and other volunteers separately. Send jury instructions before event week, and give volunteers clear arrival times for registration, equipment, scoring and crowd control.
Print score sheets, starting lists and the program before the competition day. Prepare spare copies and check that laptops, tablets, printers, scoreboards, stopwatches and charging cables work together before leaving for the hall.
Do a final equipment and power check 1 day before the event. Count crash mats, landing mats, magnesium tubs, cones, barrier tape, extension cords and power strips, then charge all scoring equipment overnight.

Frequently asked questions

How far in advance should I plan a gymnastics competition?: Set the date and reserve the sports hall at least 12 to 16 weeks ahead. Start inviting associations and approaching jury members as soon as the venue is confirmed, so registrations and staffing do not compete for the same final weeks.
When should gymnastics competition registrations close?: Close registrations 3 to 4 weeks before the competition. This gives you enough time to confirm entries, collect dietary requirements, build the schedule, assign jury tables and print accurate starting lists.
When should I send the gymnastics competition schedule?: Send the final schedule and participant information at least 7 days before the event. If late changes are possible, freeze the starting lists 48 hours before the first session and distribute only one clearly marked final version.
What should I check the day before a gymnastics competition?: Check the apparatus, mats, registration furniture, jury tables, scoring devices, printers, microphones and power leads 1 day before the competition. Also count medals and prizes, charge laptops and tablets, and pack spare printed score sheets.

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.