Highland Games checklist: what to arrange and when

A Highland Games event needs more than cabers and competition stones. You need clear rules, participant categories, judges, game leaders, score sheets and a site layout that keeps throwing, running and spectators safely separated. Start with the date, location and competition format, then work through registrations, staffing, suppliers and equipment checks. This checklist also covers details that are easy to leave until the last week, including permits, dietary requirements, backup weather plans and labelled materials.

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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

Confirm date and location
2 people
Define competition elements
3 people
Write out the competition rules
2 people
Create a site map
2 people
Make reservations
Check permits
Set up participant categories
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign judges
2 people
Assign game leaders
2 people
Assign first aid lead
Draw up the match schedule
2 people
Confirm participants
2 people
Confirm suppliers
Order prizes and medals
Check the weather forecast
Confirm backup weather plan
2 people
Do the shopping
3 people
Check competition materials
3 people
Print score sheets
Print participant lists
Label the materials
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Set up the course
4 people
Mark off safety zones
3 people
Set up match equipment
4 people
Set up registration desk
2 people
Set up the catering buffet
4 people
Set up drink station
3 people
Hang up decorations
3 people
Test the lighting
2 people
Prepare first aid supplies
Hold volunteer briefing
4 people
Hold the jury briefing
3 people

Event

Register participants
3 people
Welcome visitors
2 people
Explaining the opening program
Lead the warm-up
2 people
Guide cabertoss
4 people
Guide the stone put
4 people
Facilitating the keg toss
4 people
Lead tug-of-war
5 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Collect score sheets
2 people
Guide the final events
5 people
Check final scores
3 people
Announce the winners
2 people
Present prizes
3 people
Facilitating the music and free gathering
2 people
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Gather competition materials
4 people
Clean up catering
4 people
Lock beverage inventory
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the grounds
4 people
Inventory supplies
2 people
Return borrowed equipment
2 people
Clean coolers and tools
2 people
Store leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Dressing room tablesqty 2

Sports equipment

Cabersqty 3
Competition stonesqty 3
Conesqty 12
Tug of war rope
Vestsqty 30
Conesqty 30
Measuring tapesqty 4
Stopwatchesqty 4
Starter pistol
Rubber throwing ringsqty 6
Exercise matsqty 4
Race numbersqty 40
Scoreboardsqty 4
Prize display

Equipment

Portable sound system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Gas burnersqty 2
Gas cylindersqty 2
Handheld megaphone

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Pouring jugsqty 8
Serving spoonsqty 10

Decorations

Scottish flagsqty 12
Buntingqty 8
Tableclothsqty 12
Race signageqty 12
Chalkboardsqty 6
Cable tiesqty 100

Lighting

String lightsqty 6
LED lampsqty 8
Batteriesqty 24

Safety

First aid kitsqty 2
Safety tapeqty 6
Work glovesqty 12
Hearing protectionqty 20
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 8
Food warmersqty 4
Kitchen scale

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Broom setsqty 3
Mopsqty 4

Catering

Groceries

Tips

Set the competition format before opening registration. Decide which events are included, write the rules and create participant categories so the match schedule and equipment quantities are based on real numbers.
Assign judges, game leaders and a first-aid lead before the event week. Give each person a defined area and keep a printed participant list, match schedule and score sheets at the registration point.
Create the site map early, including throwing zones, running areas, spectator space, tents, tables and the prize display. Check that cables, power strips and sound equipment can be placed away from wet areas and moving crowds.
Do the equipment check at least 2 days before the Games. Count cabers, stones, ropes, cones, measuring tapes, stopwatches, race numbers and scoreboards, then label each set by competition or station.
Check the weather forecast 48 hours before the event and confirm the backup plan at the same time. Party tents, mats, coolers, coffee equipment and gas supplies are easy to arrange too late if rain or strong wind is expected.

Frequently asked questions

How far in advance should I organise a Highland Games event?: Start planning at least 8 to 12 weeks before the event. Confirm the date and location first, then allow time for permits, reservations, registrations, volunteers, judges and equipment orders.
When should Highland Games participants register?: Open registration around 6 weeks before the event and set a closing date 7 to 10 days before it. Use the final participant list to create categories, confirm dietary requirements and draw up the match schedule.
How many volunteers do I need for Highland Games?: Plan for at least 1 game leader per active competition area, plus separate judges, registration support and a first-aid lead. Add 2 to 4 general volunteers for setup, materials, refreshments and crowd direction, depending on attendance.
When should I prepare the Highland Games equipment?: Check all sports equipment, furniture and technical supplies 2 days before the event, then label and stage them by area. Print score sheets, participant lists and race numbers no later than the day before.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.