How to organise a bouldering competition

Start by securing the climbing gym and choosing the competition format before you open registration. Then set categories, the participant limit and a clear timetable so route builders, judges and volunteers know what they are preparing for. Most problems appear when rules, dietary requirements, starter groups or scoring materials are left until the final week. Build in time for route setting, print route maps and score sheets, and send confirmed information to competitors at least seven days before the event.

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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

1
Reserve the climbing gym
2
Define the competition format
2 people
3
Set competition categories
2 people
4
Set participant limit
5
Create registration form
6
Write competition information
7
Open registrations
8
Send invitations
2 people
9
Distribute promotional poster
2 people
10
Approach jury members
11
Finalize route builders
12
Process registrations
2 people
13
Collect dietary requirements
14
Recruit volunteers
2 people
15
Send competition rules
16
Update participant list
17
Assign starter groups
2 people
18
Create route assignments
2 people
19
Write the jury instructions
20
Create the volunteer schedule
2 people
21
Order prizes
22
Send participant confirmations
23
Prepare score sheets
2 people
24
Make name stickers
25
Print route maps
26
Prepare the prize table
2 people
27
Check the shopping list
2 people
28
Do the shopping
2 people
29
Check bouldering walls
2 people
30
Mark race routes
4 people
31
Set up match equipment
3 people
32
Fill coolers
2 people
33
Set up tables
3 people
34
Set up chairs
3 people
35
Set up registration desk
2 people
36
Set up the catering table
2 people
37
Hang up route maps
2 people
38
Set up score tables by zone
3 people
39
Hold the jury briefing
5 people
40
Test registration system
2 people
41
Lay out participant packs
2 people
42
Check public area
2 people

Event

43
Receive participants
4 people
44
Register participants
3 people
45
Hand out race numbers
2 people
46
Give the opening briefing
2 people
47
Run the competition round
8 people
48
Check scores
3 people
49
Refill drinks
2 people
50
Serve snacks
2 people
51
Collect score sheets
3 people
52
Enter the interim score
2 people
53
Announce finalists
2 people
54
Set up the final routes
4 people
55
Lead the final
8 people
56
Process final scores
3 people
57
Announce the winners
2 people
58
Present prizes
3 people
59
Take group photo
2 people
60
See participants off
3 people

Aftercare

61
Gather competition materials
4 people
62
Clear tables and chairs
4 people
63
Wash dishes
2 people
64
Collect waste
3 people
65
Clean the catering area
2 people
66
Clean climbing floor
3 people
67
Archive score data
68
Publish results
69
Thank participants
70
Return borrowed items
2 people
71
Clear away leftover stock
2 people
72
Do final venue inspection
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
High tablesqty 4
Bar stoolsqty 8
Clothes racksqty 2
Bollardsqty 12

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee cupsqty 50

Sports equipment

Bib numbersqty 80
Score sheetsqty 120
Clipboardsqty 12
Pensqty 40
Route mapsqty 100
Route arrowsqty 30
Race tapeqty 12
Climbing tapeqty 20
Chalk ballsqty 30
Chalk bucketsqty 12
Brush setsqty 20
Crash matsqty 4
Stopwatchesqty 8
Spare climbing holdsqty 30
Prize trophiesqty 9
Medalsqty 30

Equipment

Laptopsqty 2
Tabletsqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Speaker
Microphone
Timer display

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Pliersqty 6

Decorations

Competition postersqty 8
Directional signsqty 12
Tableclothsqty 8
Name stickersqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Catering

Groceries

Tips

Book the gym before announcing a date, then allow at least 6–8 weeks for registrations, route planning, volunteer recruitment and participant communication. Confirm how many climbing areas are available before setting the participant limit.
Choose the format and categories before creating the registration form. State the participant limit, scoring method, arrival time, climbing window and tie-break rules so competitors do not need separate explanations later.
Close registrations 7–10 days before the competition. Use the final list to collect dietary requirements, assign starter groups and create route assignments rather than changing groups on the morning itself.
Prepare judging and volunteer instructions at least three days in advance. Give each judge score sheets, clipboards and pens, and keep spare copies available in case a sheet is lost or a result needs checking.
Print route maps, name stickers, bib numbers and score sheets no later than the day before. Test the laptops, tablets and printer, and separate prizes, medals, stopwatches, tape, chalk and brushes so setup does not compete with check-in time.

Frequently asked questions

How far in advance should I organise a bouldering competition?: Allow 6–8 weeks for a small or medium competition. That gives you time to reserve the gym, open and process registrations, confirm route builders, recruit volunteers and send final rules at least seven days before the event.
How many participants should a bouldering competition have?: Set the limit from the number of climbing areas, the length of the climbing window and the number of judges available. As a practical starting point, plan about 10–15 competitors per judge and reduce the limit if every attempt must be recorded manually.
When should I assign starter groups for a bouldering competition?: Create starter groups after registration closes, usually 7–10 days before the event. Send each participant their group, arrival time and competition rules at least 5–7 days beforehand so check-in does not cause delays.
What should I prepare for judging at a bouldering competition?: Prepare one score sheet, clipboard and pen per judging position, plus at least 10% spare sheets. Write the judging instructions before the final week, print route maps and test stopwatches, tablets or laptops at least one day before the competition.

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