How to organise a cheerleading competition

A cheerleading competition runs smoothly when you settle the rules, venue and team registration before planning the event day. Confirm the competition format, invite judges and teams, then collect music files, dietary requirements and complete team details. In the final weeks, build the programme, draw the starting order, schedule volunteers and test every audio file. On the day, inspect the cheerleading floor, set up jury tables and audience areas, and brief teams before unloading the remaining equipment.

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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
Confirm the competition venue
2
Confirm the competition rules
2 people
3
Invite the judges
4
Invite teams
2 people
5
Send registration form
6
Open ticket sales
2 people
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Check team details
2 people
12
Request music files
13
Create the program
2 people
14
Draw the starting order
2 people
15
Make jury forms
2 people
16
Create the volunteer schedule
2 people
17
Confirm material reservations
18
Create floor plan
2 people
19
Publish audience information
20
Check the shopping list
2 people
21
Do the shopping
2 people
22
Test music and files
2 people
23
Send the team briefing

Event

24
Inspect the sports floor
3 people
25
Unload materials
4 people
26
Lay the sports floor
6 people
27
Set up audience seating
4 people
28
Set up jury tables
3 people
29
Connect the sound system
3 people
30
Test microphones
2 people
31
Stock the jury tables
2 people
32
Set up check-in desk
2 people
33
Set up the catering buffet
3 people
34
Chill drinks
2 people
35
Mark team changing rooms
2 people
36
Mark the Route to the Changing Rooms
2 people
37
Provide jury briefing
2 people
38
Brief volunteers
2 people
39
Welcome the teams
4 people
40
Check team registration
3 people
41
Hand out race numbers
2 people
42
Set out music for each team
2 people
43
Open audience doors
3 people
44
Welcome the audience
4 people
45
Deliver the opening presentation
2 people
46
Guide teams to the warm-up zone
3 people
47
Announce competition events
2 people
48
Play music during performances
2 people
49
Hand out judging forms
2 people
50
Collect scores
2 people
51
Enter scores
2 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Refill snacks
2 people
55
Keep the audience area clean
2 people
56
Supervise the break program
2 people
57
Prepare awards ceremony
3 people
58
Check the winners
2 people
59
Handle prize ceremony
4 people
60
See the audience out
4 people
61
Check out teams
3 people

Aftercare

62
Turn off the sound system
2 people
63
Remove the sports floor
6 people
64
Dismantle chairs and tables
4 people
65
Clean up catering
3 people
66
Wash dishes
3 people
67
Collect waste
3 people
68
Clean the venue
5 people
69
Load materials
4 people
70
Collect lost property
2 people
71
Archive scores
72
Publish results
73
Send thank-you message
2 people
74
Return materials
2 people
75
Check invoices

What to bring

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

Furniture

Audience chairsqty 300
Foldable tablesqty 18
Jury tablesqty 5
Bar stoolsqty 6
Changing room benchesqty 12
Clothes racksqty 8

Sports equipment

Cheerleading floor
Practice matsqty 12
Stretch matsqty 20
Bib numbersqty 40
Barrier conesqty 24
Barrier tapeqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Laptopqty 2
Spare batteriesqty 6
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6
Timer clocksqty 3
Calculatorsqty 4
Walkie-talkiesqty 8

Tableware

Reusable cupsqty 350
Coffee cupsqty 80
Platesqty 300
Cutlery setsqty 300
Serving plattersqty 20
Pitchersqty 8
Thermos flasksqty 6

Catering

Coolersqty 6
Drink dispensersqty 4
Food warmersqty 4
Snack traysqty 16
Coffee filtersqty 100
Tea filter holderqty 2
Groceries

Decorations

Stage backdrop
Competition postersqty 12
Directional signsqty 20
Name badgesqty 60
Tablecloth setsqty 10
Medalsqty 60
Cupsqty 12
Certificatesqty 60

Lighting

LED lampsqty 8
Light standsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Serving traysqty 8
Ice packsqty 24

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanerqty 2
Cleaning glovesqty 12
Microfiber clothsqty 24

Tips

Confirm the venue and competition rules first, ideally at least 8 weeks before the event. The floor dimensions, changing areas, audience capacity and judging format determine nearly every later decision.
Close team registration early enough to check names, divisions and contact details. Set a clear deadline at least 2 weeks before the competition so the programme and starting order are not built from incomplete information.
Request music files with the registration process and test every file on the event laptop and speakers. Keep a backup copy, spare batteries and the required charging and extension cables ready before teams arrive.
Create one event-day schedule for judges, teams and volunteers. Include check-in, warm-up, performance blocks, scoring handovers and breaks; then send the team briefing several days before the competition.
Walk through the venue before setup starts. Check the sports floor, practice and stretch mats, barriers, microphones, timer clocks, power strips and walkie-talkies, then place jury tables and audience chairs according to the floor plan.

Frequently asked questions

How far in advance should you organise a cheerleading competition?: Start planning at least 8 to 12 weeks before the competition. Confirm the venue and rules first, then allow time for judges, team registration, volunteers, equipment and the programme.
When should cheerleading teams submit their music files?: Set the music deadline at least 2 weeks before the event, preferably together with registration. Test all files several days before competition day and keep a backup on the event laptop.
How do you schedule volunteers for a cheerleading competition?: Create the volunteer schedule at least 1 week in advance and assign named people to check-in, team areas, audience guidance, equipment and timing. Include arrival times so setup is complete before the first team briefing.
What equipment should be checked before a cheerleading competition?: Check the cheerleading floor, practice mats, barriers, speakers, mixer, microphones, timer clocks and power connections before opening the venue. Do the full technical test at least 2 hours before the first performance and keep spare batteries available.

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