How to organise a climbing competition

Start by fixing the competition format, categories and rules before booking the venue or opening registration. Then build the planning around the route design: route builders, jury members, score sheets and route maps all depend on the final format. Registrations, dietary requirements and participant information should be closed and checked before event week. On the day, allow time to inspect the climbing area, mark the competition zone, test the sound system and brief the jury before the first climber arrives.

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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
Set competition format
2 people
2
Set categories and rules
2 people
3
Reserve climbing venue
4
Appoint the competition jury
2 people
5
Finalize route builders
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Send competition information
10
Preparing the route design
3 people
11
Build climbing routes
4 people
12
Check climbing routes
3 people
13
Number route maps
2 people
14
Print score sheets
15
Check participant list
2 people
16
Do the shopping
2 people
17
Sort bib numbers
2 people
18
Prepare jury briefing
2 people
19
Inspect the climbing area
3 people
20
Mark off the competition area
3 people
21
Set up registration desk
2 people
22
Set up tables and chairs
4 people
23
Set out competition equipment
3 people
24
Set up judges' table
2 people
25
Test sound system
2 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Set up participant registration
2 people
29
Brief the judges
3 people
30
Brief volunteers
3 people
31
Conduct a safety check
3 people

Event

32
Receive participants
4 people
33
Hand out race numbers
2 people
34
Explain the competition rules
2 people
35
Lead the group warm-up
2 people
36
Supervise climbing rounds
8 people
37
Record scores
4 people
38
Keep the climbing area clear
2 people
39
Refill drinks
2 people
40
Serve snacks
3 people
41
Collect score sheets
2 people
42
Check final scores
3 people
43
Support the final rounds
6 people
44
Announce the winners
2 people
45
Present prizes
3 people
46
See participants off
3 people

Aftercare

47
Gather competition materials
4 people
48
Clear tables and chairs
4 people
49
Collect waste
3 people
50
Wash dishes
3 people
51
Clean the climbing area
3 people
52
Final venue check
2 people
53
Return borrowed materials
2 people
54
Publish results
55
Send prizes and thank-yous

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Party tentsqty 3
Folding benchesqty 4
Bollardsqty 20
Barrier tapeqty 4

Sports equipment

Bouldering matsqty 12
Climbing ropesqty 6
Climbing harnessesqty 12
Climbing helmetsqty 12
Oven bagsqty 20
Climbing brushesqty 20
Route map signsqty 12
Bib numbersqty 120
Stage blocksqty 3
Medalsqty 18
Prizesqty 6
Toolboxesqty 3
Allen key setsqty 4
Brushes for gripsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 2
Tabletsqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 3
Megaphone
Stopwatchesqty 8
Printer

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Water jugsqty 6
Serving plattersqty 12

Lighting

LED lampsqty 8
Outdoor lightsqty 4

Catering

Coolersqty 6
Thermos flasksqty 6
Food warmersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Groceries

Cleaning

Waste binsqty 10
Hand sanitizerqty 6
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 4
Microfiber clothsqty 20
Glovesqty 12

Safety

First aid kitsqty 2
Cold packsqty 10
Safety vestsqty 12
Flashlightsqty 6

Tips

Set the format and categories before sending invitations. Participants need to know the rules, age or ability groups, scoring method and registration deadline before they commit.
Book the venue before finalising route builders and the route design. Check the climbing area’s usable capacity, mat placement, power access and space for registration, judging and spectators.
Close registration early enough to print score sheets and check the participant list. Sort bib numbers in advance and keep a small buffer for late corrections at the registration desk.
Schedule route building and checking as separate steps. Routes should be built, inspected and numbered before route maps and score sheets are printed; otherwise one last change can affect every judge.
Brief the jury before competition starts, not during the first round. Put stopwatches, score sheets, route maps and writing equipment at the judges’ table, and test microphones and the sound system before announcements begin.

Frequently asked questions

How far in advance should I organise a climbing competition?: Start at least 8 to 12 weeks before the event. That gives you time to reserve the venue, appoint the jury and route builders, open registration, design and check routes, and communicate the final competition information.
When should climbing routes be built and checked?: Build the routes several days before the competition where possible, then check them at least once before printing the final route maps. Keep enough time for corrections, renumbering and replacing score sheets if a route changes.
When should registration close for a climbing competition?: Close registration no later than 7 to 10 days before the event. Use that period to confirm the participant list, collect dietary requirements, sort bib numbers and print the documents needed by the jury.
How early should I set up on competition day?: Allow at least 3 hours before the first start. Set up the registration desk, tables and chairs, competition equipment and judges’ table, then inspect the climbing area, mark the boundaries and test the sound system and microphones.

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.