Highland Games checklist: what to arrange and when

A Highland Games needs more than a field and a few traditional challenges. You need a clear competition programme, safe throwing and lifting areas, trained supervisors, participant registration and equipment that can be measured and reset quickly. This checklist puts the work in order, from choosing the date and venue to marking the grounds, printing schedules and preparing drinks. Use it to catch details that are often left until the last day, such as power access, dietary requirements and weather decisions.

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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 program
2 people
Define competition elements
3 people
Reserve venue
Check permits
Assign competition supervisors
2 people
Arrange music and announcements
Send invitations
2 people
Open registrations
Register participants
Collect dietary requirements
Book catering
Arrange waste collection
Check power outlets
2 people
Monitor the weather forecast
Finalize the participant list
Provide dietary requirements
Print the match schedule
Create participant cards
2 people
Check prizes and medals
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out clothing and accessories
2 people
Mow and inspect the grounds
2 people
Mark the area
4 people
Set up match equipment
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Create a stage-free presentation space
2 people
Connect the PA system
2 people
Tape down power cables securely
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Check toilets
2 people
Prepare first aid supplies
2 people
Conduct safety rounds
3 people
Brief volunteers
2 people
Set up judges' table
2 people
Test competition equipment
3 people

Event

Open registration
3 people
Receive participants
3 people
Give the signal
2 people
Give caber toss explanation
2 people
Guide the caber toss
4 people
Give stone put instructions
2 people
Guide the stone put
4 people
Give explanation of the sheaf toss
2 people
Supervise the sheaf toss
4 people
Give a hammer throw briefing
2 people
Supervise hammer throw
5 people
Record results intermittently
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Serve the meal
4 people
Collect tableware
2 people
Empty trash bins
2 people
Keep competition fields clear
2 people
Safely manage participant swaps
2 people
Provide music
Check results
3 people
Set up the prize table
2 people
Announce the winners
2 people
Present prizes
3 people
Guide the free play round
4 people
Announce the final round
Guide visitors to the exit
3 people

Aftercare

Gather competition materials
4 people
Clean up catering
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the grounds
5 people
Take down tents and decorations
4 people
Remove tables and chairs
4 people
Disconnect the public address system
2 people
Empty the coolers
2 people
Chill leftover food
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Return rented materials
2 people
Wash the laundry
Handle the deposit and keys
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 6
Folding chairsqty 80
Bar stoolsqty 12
Registration desk
Judges' table
Prize table
Waste binsqty 8

Sports equipment

Caber logsqty 2
Competition stonesqty 4
Hammer Weightsqty 4
Sheaf bagsqty 3
Pitchforksqty 2
Tug of war rope
Relay batonsqty 6
Conesqty 30
Bollardsqty 24
Barrier tapeqty 300
Measuring tapesqty 4
Stopwatchesqty 4
Scoreboardsqty 4
Competition whistlesqty 6
Bib numbersqty 60
Safety matsqty 4

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 6
Cable reelsqty 3
Power banksqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Food warmersqty 4
Soup kettlesqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 8
Pliersqty 6

Decorations

Scottish flagsqty 12
Buntingqty 10
Welcome sign
Program framesqty 6
Directional signsqty 10

Lighting

LED light stringsqty 8
LED lampsqty 10
Battery lanternsqty 8

Cleaning

Waste binsqty 4
Broomsqty 4
Eye-catchersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Ice packsqty 12
Fire extinguishersqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Confirm the competition elements before opening registration. Participants need to know which events they are entering, while supervisors need time to define rules, attempt limits and scoring.
Inspect and mark the grounds before event day. Separate throwing areas from spectators with cones, bollards and barrier tape, and place safety mats where equipment or participants may land.
Build the running order around equipment changes and measuring time. Keep measuring tapes, stopwatches, scoreboards and whistles with the judges’ table rather than at the registration desk.
Check power and sound equipment at least one day ahead. Test the mobile sound system and wireless microphones, then place extension cords and cable reels where they cannot become trip hazards.
Finish participant administration before printing the schedule. Close registrations, confirm the final participant list and dietary requirements, then prepare participant cards, bib numbers and the match schedule together.

Frequently asked questions

How far in advance should I organise a Highland Games?: Start venue, permit and competition planning at least 8 to 12 weeks before the event. Open registrations only after the programme and venue arrangements are confirmed.
How many supervisors do I need for Highland Games events?: Assign at least one supervisor to each active competition area, plus one person coordinating the overall schedule. Add enough support to keep spectators away from throwing and lifting zones without leaving an area unattended.
When should I check the weather for a Highland Games?: Check the forecast daily during the final week and make the go/no-go decision 24 hours before the event. Recheck it on the morning itself, especially if tents, sound equipment or outdoor throwing areas are involved.
When should I prepare the Highland Games equipment?: Check all competition equipment, safety items and measuring tools 1 to 2 days before the event. Lay out the field equipment on the day before where possible, then mark the areas and test the sound system before 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.