How to organise a climbing competition

A climbing competition is easiest to run when the sporting format is fixed before you book people or equipment. Start with the venue, competition rules, categories and route plan, then build registration and staffing around the schedule. Give route setters, judges and volunteers clear deadlines, and test scoring before competitors arrive. The details most often missed are starter-group timing, dietary requirements, printed route cards, backup power and a final safety check of mats, ropes and other 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
Define the competition concept
2 people
2
Reserve climbing venue
3
Draw up competition rules
2 people
4
Set categories and levels
2 people
5
Create the match schedule
2 people
6
Coordinate the course build with the venue
2 people
7
Confirm judges and course builders
2 people
8
Recruit volunteers
2 people
9
Create registration form
10
Send invitations
2 people
11
Publish promotion
2 people
12
Process registrations
13
Collect dietary requirements
14
Check participant categories
2 people
15
Assign starter groups
2 people
16
Publish start lists
17
Order prizes and medals
18
Prepare jury forms
2 people
19
Test score processing
2 people
20
Review the safety plan
3 people
21
Arrange first aid staffing
22
Book catering
23
Check the shopping list
2 people
24
Do the shopping
2 people
25
Print route maps
26
Prepare name labels
2 people
27
Prepare staff briefing
28
Check climbing routes
3 people
29
Inspecting climbing equipment
3 people
30
Clean the venue
3 people
31
Bring materials to the venue
3 people

Event

32
Set up the registration desk
2 people
33
Set up the audience area
3 people
34
Mark off the climbing area
3 people
35
Set up jury tables
2 people
36
Set up scoring stations
2 people
37
Hang up route maps
2 people
38
Set up catering
3 people
39
Chill drinks
2 people
40
Register participants
3 people
41
Hand out race numbers
2 people
42
Explain the competition rules
2 people
43
Brief the judges and security staff
3 people
44
Lead the warm-up
2 people
45
Give the opening briefing
2 people
46
Supervise climbing rounds
6 people
47
Register attempts
4 people
48
Monitor route safety
4 people
49
Collect score sheets
2 people
50
Process scores
2 people
51
Inform the audience
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Announce finalists
2 people
56
Check final routes
3 people
57
Lead the final
6 people
58
Process final scores
2 people
59
Check the result
3 people
60
Prepare awards ceremony
2 people
61
Handle prize ceremony
3 people
62
Take group photo
2 people
63
Check out participants
2 people

Aftercare

64
Collect materials
4 people
65
Dismantle climbing zone
4 people
66
Clear tables and chairs
3 people
67
Wash dishes
2 people
68
Collect waste
3 people
69
Clean the venue
4 people
70
Archive score data
71
Publish the results
72
Share photos with participants
73
Store leftover catering
2 people
74
Return materials
3 people
75
Return borrowed materials
2 people
76
Store price and promotional signs
77
Register lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 4
Clothes racksqty 2

Sports equipment

Climbing harnessesqty 30
Climbing helmetsqty 30
Climbing ropesqty 12
Climbing carabinersqty 30
circuit breakersqty 20
Climbing setsqty 20
Oven bagsqty 30
Climbing matsqty 12
Directional signsqty 40
Barrier tapeqty 6
Traffic conesqty 12
Spare gripsqty 30
Allen keysqty 6
Route-building toolsqty 3
Safety helmetsqty 4

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 4
Power stripsqty 4
Megaphone
Camera
Coolersqty 4
Thermos flasksqty 4

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Serving jugsqty 6
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Ice packsqty 12
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Bib holdersqty 40
Name badgesqty 60
Competition postersqty 8
Directional signsqty 12
Stage blocksqty 3
Medalsqty 12
Cupsqty 6
Tableclothsqty 8

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the competition format and categories before opening registration. Include the number of rounds, climbing levels, scoring method and maximum attempts so competitors know exactly what they are entering.
Reserve the climbing venue early enough to agree on route access and route-building time. Route setters need a separate working window before the event, and the competition area must be cleared and checked before doors open.
Create the match schedule around realistic climbing and reset times. Publish starter groups and start lists only after registrations and category checks are complete, then keep printed copies available at the registration desk.
Test the scoring process on a laptop or tablet with sample results before competition day. Prepare jury forms and route cards in advance, and keep a printer, extension cords and power strips available for last-minute corrections.
Finish the safety and welfare checks before the first briefing. Confirm first-aid cover, inspect climbing mats and protective equipment, mark restricted areas with directional signs or barrier tape, and confirm catering quantities after collecting dietary requirements.

Frequently asked questions

How far in advance should I organise a climbing competition?: Start planning at least 8 to 12 weeks ahead. Book the climbing venue first, then allow time for route setting, volunteer recruitment, registration, invitations, equipment checks and printing.
How many volunteers do you need for a climbing competition?: Plan separate cover for registration, judging, score processing, competitor flow and first aid rather than assigning one person to several jobs at once. A small event usually needs at least 6 to 10 volunteers, depending on the number of climbing areas and categories.
When should climbing competition routes be built?: Build and test the routes before competition day, ideally 1 to 3 days ahead when the venue allows it. Leave enough time to replace unsafe or unsuitable holds, print route cards and brief the judges.
When should I publish the climbing competition start list?: Publish the start list after registration closes and category eligibility has been checked, usually 3 to 7 days before the event. Keep a final printed version on site because late withdrawals and corrections are common.

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.