Gymnastics competition checklist: what to arrange and when

A gymnastics competition depends on more than a venue and a running order. You need to confirm the format, judges, participants, equipment, volunteers and competition paperwork early enough for changes. This checklist takes you from reserving the sports hall to setting up the jury tables and audience seating on the day. It also covers details that are often left too late, such as music files, dietary requirements, name badges, medals and the final information sent to participants.

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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 competition format
2 people
Reserve the sports hall
Approach jury members
2 people
Invite participants
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Draw up the match schedule
2 people
Check participant list
2 people
Confirm the jury lineup
Gather music for exercises
Order prizes and medals
Order catering
2 people
Create volunteer instructions
Print competition forms
Prepare name badges
2 people
Do the shopping
2 people
Check the gymnastics equipment
3 people
Send final information to participants

Event

Open the sports hall
2 people
Check the dance floor
3 people
Set up gym equipment
6 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
Hang up signage
2 people
Test music and microphone
2 people
Set up the jury table
2 people
Welcome the judges
2 people
Register participants
3 people
Hand out race numbers
2 people
Direct participants to the changing rooms
2 people
Give the jury briefing
2 people
Lead the warm-up
3 people
Welcome the audience
3 people
Give the opening speech
Run the competition round
6 people
Enter scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Keep the gymnastics floor clear
2 people
Check final standings
3 people
Prepare awards ceremony
3 people
Handle prize ceremony
3 people
See off the participants and audience
3 people

Aftercare

Take down the gym equipment
6 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the sports hall
4 people
Check changing rooms
2 people
Return borrowed materials
2 people
Publish results
Thank participants
Share photos and results

What to bring

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

Sports equipment

Gym floor
Crash matsqty 12
Long matsqty 6
Gym benchesqty 4
Uneven bars
Bridge level
Beamqty 2
Pegasus
Plankolineqty 2
Balance beamsqty 2
Gymnastic ribbonsqty 10
Scoreboardsqty 6
Jury tablesqty 6
Stopwatchesqty 6
Whistlesqty 4
Pensqty 30

Furniture

Tablesqty 12
Chairsqty 80
Changing room benchesqty 8
Waste binsqty 6

Tableware

Reusable cupsqty 120
Platesqty 80
Coffee cupsqty 50
Cutlery setsqty 80
Serving plattersqty 12

Equipment

Laptopqty 2
Printer
Microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

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

Decorations

Competition bannersqty 3
Bib numbersqty 60
Name badgesqty 80
Medalsqty 30
Cupsqty 12
Ribbonsqty 30
Directional signsqty 10

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Set the competition format before opening registration. Decide the disciplines, age groups, scoring approach and timetable first, so participants know what they are signing up for and you can build a workable schedule.
Approach jury members early and confirm the full lineup before sending final information. A late change in the jury can affect scoring roles, tables, printed forms and the published timetable.
Check every piece of gymnastics equipment before competition day, including the gym floor, crash mats, bars, beam, vaulting equipment and benches. Do not wait until setup to discover that an item is missing, damaged or positioned incorrectly.
Collect music files and dietary requirements as part of registration rather than chasing them during the final week. Keep the music in one clearly labelled folder and give the caterer a final count with dietary notes before ordering.
Write volunteer instructions with exact shifts and responsibilities, then prepare badges, forms, medals and the seating plan before opening the sports hall. On the day, allow time to set up the equipment, jury tables, microphone, speakers and audience area before athletes arrive.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Start planning at least 8–12 weeks before the competition. Reserve the sports hall and approach jury members first, then open registration once the format and basic timetable are clear.
When should registration close for a gymnastics competition?: Close registration at least 2–3 weeks before the event. This gives you time to process entries, check the participant list, collect dietary requirements and draw up the match schedule.
How many volunteers do I need for a gymnastics competition?: Plan separate coverage for registration, athlete supervision, equipment changes, scoring paperwork, music and catering. For a small competition, start with at least 1 volunteer per key function and add more when several groups compete at the same time.
What should I prepare the day before a gymnastics competition?: Print the competition forms, prepare name badges, check the equipment and organise medals, music, volunteer instructions and catering supplies the day before. On competition day, open the hall early enough to set up the equipment, jury tables and audience seating before the first participants arrive.

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.