Gymnastics competition checklist

A gymnastics competition involves more than booking a sports hall and putting out equipment. You need rules, judges, registrations, start numbers, music, scoring materials and a workable volunteer plan in place before competition day. This checklist takes you from choosing the format to collecting medals and prizes. Use it to keep deadlines visible, confirm equipment early and prevent common last-minute problems such as missing dietary information, incomplete emergency contacts or an untested music 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 date and competition format
2 people
Reserve the sports hall
Draw up competition rules
2 people
Approach jury members
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Create the match schedule
2 people
Create the jury lineup
2 people
Recruit volunteers
2 people
Check participant list
2 people
Assign start numbers
2 people
Gather music for exercises
Order prizes and medals
Arrange a photographer
Record emergency contact
Send parking information
Prepare a volunteer briefing
2 people
Prepare score sheets
2 people
Print certificates
Check sports equipment stock
2 people
Check the shopping list
Do the shopping
2 people
Collect medals and prizes
Chill drinks
2 people

Event

Prepare registration table
2 people
Open the sports hall
2 people
Inspect the floor and equipment
2 people
Lay the gymnastics floor
6 people
Set up equipment
6 people
Place crash mats
4 people
Set up the jury tables and chairs
3 people
Set up the audience stand
4 people
Hang up competition signage
2 people
Connect sound equipment
2 people
Test the music
2 people
Set up catering
3 people
Give the jury briefing
2 people
Brief volunteers
2 people
Register participants
4 people
Hand out race numbers
2 people
Hand out competition booklets
2 people
Open the warm-up area
2 people
Welcome the audience
3 people
Give the opening speech
Line up participants
3 people
Guide competition rounds
6 people
Enter scores
2 people
Collect judging forms
2 people
Announce practice turns
Refill drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
2 people
Announce breaks
Check final standings
3 people
Prepare awards ceremony
3 people
Support awards ceremony
3 people
Take group photo
2 people
See the audience out
3 people

Aftercare

Take down the equipment
6 people
Roll up the gym floor
6 people
Put mats back
4 people
Clear tables and chairs
4 people
Disconnect sound equipment
2 people
Wash dishes
3 people
Clean the sports hall
5 people
Collect waste
3 people
Collect lost and found items
2 people
Lock up the venue
2 people
Return the sports equipment
3 people
Return borrowed equipment
2 people
Publish results
Share photos with participants
Reorder certificates
Clean up leftovers
2 people

What to bring

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

Furniture

Jury tablesqty 8
Foldable tablesqty 10
Chairsqty 120
Bar stoolsqty 4
Grandstand benchesqty 12
Clothes racksqty 4
Bollardsqty 20

Sports equipment

Gym floor
Crash matsqty 12
Springboardsqty 2
Pegasus horsesqty 2
Bridgesqty 2
Barsqty 2
Balance beamsqty 2
Rings
Climbing ropesqty 2
Handspring matsqty 4
Gym ballsqty 12
Gymnastic ribbonsqty 12
Spare gripqty 6
Magnesium tubsqty 4
Magnesium blocksqty 12

Equipment

Laptopsqty 3
Tabletsqty 8
Printer
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Music player
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Bottle openersqty 4

Decorations

Competition postersqty 8
Direction arrowsqty 16
Start number signsqty 80
Stage blocksqty 3
Tableclothsqty 10
Balloonsqty 80
Ribbonsqty 2

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Microfiber clothsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, format and competition rules before opening registration. Give clubs or participants at least 3 to 4 weeks to enter, so you have time to process registrations and resolve missing information.
Book the sports hall before confirming invitations, then check the floor plan against the equipment you need. Allow at least 2 hours before the first start for the gym floor, crash mats, apparatus, jury tables and seating to be set up and checked.
Close registration early enough to create the match schedule, jury lineup and start numbers. A deadline of 7 to 10 days before the competition gives you time to check the participant list and print score sheets and certificates.
Confirm judges and volunteers in writing at least 2 weeks ahead. Send the volunteer briefing no later than 3 days before the event, including arrival time, assigned area and who handles scoring, music, equipment and emergencies.
Test the event-day technology before participants arrive. Check the laptops or tablets, printer, projector, speakers, microphones and music player, and keep printed score sheets and a spare music copy available in case a device or connection fails.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Start planning at least 8 to 12 weeks before the competition. Book the sports hall first, then allow 3 to 4 weeks for invitations and registration, and keep the final 7 to 10 days for schedules, start numbers, printing and checks.
When should gymnastics competition registration close?: Close registration about 7 to 10 days before the event. This leaves enough time to process entries, collect dietary requirements and emergency contacts, create the schedule, assign start numbers and prepare the jury documents.
How many volunteers do I need for a gymnastics competition?: Plan at least 1 volunteer for each separate operational area, such as registration, music, equipment, refreshments, scoring and participant flow. Add a coordinator and one or two people for setup and changeovers; the exact number depends on the number of participants and apparatus areas.
When should I order medals and prizes for a gymnastics competition?: Order medals and prizes at least 3 to 4 weeks before the competition, once the format and award categories are fixed. Check the delivery and collect everything several days before the event so certificates and presentation materials can be completed on time.

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.