Gymnastics competition checklist

A gymnastics competition runs smoothly when entries, judging, equipment and volunteer cover are arranged in the right order. Start by setting the date and booking the sports hall, then confirm clubs, judges and registration deadlines before building the schedule. In the final week, check every participant detail, print score sheets and lists, and prepare bib numbers and name badges. This checklist also covers refreshments, prizes and the practical setup needed on competition day.

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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
Approach jury members
2 people
Invite participating clubs
2 people
Open registration form
Send the competition rules
2 people
Recruit volunteers
2 people
Send audience invitations
2 people
Process registrations
2 people
Collect dietary requirements
Put together start groups
3 people
Create the jury lineup
2 people
Publish the match schedule
2 people
Check participant details
2 people
Order medals and cups
Reserve sports equipment
2 people
Order catering
2 people
Create the volunteer schedule
2 people
Set out prize money and prizes
2 people
Print score sheets
2 people
Print participant lists
2 people
Prepare name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Gather competition materials
3 people

Event

Open the sports hall
2 people
Check sports flooring
3 people
Set up gym equipment
6 people
Lay crash mats
5 people
Set up jury tables
3 people
Set up audience seating
4 people
Set up the reception desk
2 people
Set up the catering table
3 people
Test sound and music
2 people
Hold the jury briefing
8 people
Brief volunteers
4 people
Register participants
4 people
Hand out race numbers
2 people
Guide the warm-up
5 people
Welcome the audience
3 people
Give the opening speech
Guide competition rounds
8 people
Process scores
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect jury forms
2 people
Announce interim standings
Assist with the finals
8 people
Check results
3 people
Handle prize ceremony
4 people
See participants off
3 people

Aftercare

Dismantle the gymnastics equipment
6 people
Clear away chairs and tables
4 people
Pack leftover catering
2 people
Collect waste
3 people
Clean changing rooms
3 people
Clean the sports hall
4 people
Return borrowed materials
2 people
Publish results
2 people
Share photos with participants
Archive invoices and receipts
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 180
Jury tablesqty 6
Changing room benchesqty 8

Sports equipment

Gym floor
Bridge uneven rungs
Beam
Springboard
Mini trampoline
Crash matsqty 8
Landing matsqty 4
Gym matsqty 12
Magnesium tubsqty 4
Magnesium blocksqty 8
Bib numbersqty 100

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Sound speakerqty 2
Microphone
Timerqty 4
Calculatorsqty 4
Cable tiesqty 100
Gaffer tapeqty 6
Scissorsqty 6
Markersqty 12
Pensqty 50
Paperqty 500
USB sticksqty 3

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Competition bannersqty 4
Club flagsqty 12
Balloonsqty 100
Directional signsqty 12
Tableclothsqty 12
Name badgesqty 120
Clipboardsqty 12

Catering

Medalsqty 60
Cupsqty 12
Groceries

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Toilet brushesqty 4

Tips

Set the date and reserve the sports hall before inviting clubs. Allow at least 8–12 weeks for registrations, judge availability and equipment planning, especially if several clubs are attending.
Close registration before creating start groups and the jury lineup. Check names, categories and dietary requirements at least 7 days before publishing the match schedule.
Confirm the full equipment layout with the venue before competition day. Check the gym floor, beam, uneven bars, springboard, mini trampoline, landing mats and crash mats rather than assuming everything is available.
Create the volunteer schedule with named cover for registration, equipment, refreshments and results. Share arrival times at least 5 days in advance so gaps are found before the event.
Print score sheets, participant lists, name badges and bib numbers before the final setup. Bring a laptop, printer, extension cords, power strips, timer, calculators, microphone and speaker, then test the sound and scoring setup before doors open.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Start planning 8–12 weeks before the competition. Book the sports hall first, then secure jury members, invite clubs, open registration and reserve equipment before the final month.
When should gymnastics competition registration close?: Close registration at least 2–3 weeks before the event. This gives you time to check participant details, collect dietary requirements, create start groups and publish the match schedule.
How many volunteers are needed for a gymnastics competition?: Plan named cover for registration, equipment, refreshments, results and general floor support; a small meet usually needs at least 8–12 volunteers. Finalise the rota 5–7 days before competition day.
What should I prepare the day before a gymnastics competition?: Prepare printed score sheets, participant lists, name badges and bib numbers, and chill drinks and prepare snacks. Also check medals, cups, prize money, catering, microphones, timers and all mats before the venue setup starts.

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.