How to organise a CrossFit competition

Start by fixing the competition format, divisions and scoring before you book equipment or open registration. Then secure a venue with enough space for marked competition zones, warm-up areas, spectators and jury tables. Registration, judging and volunteer roles need clear deadlines, because missing dietary information, unpaid entry fees and incomplete participant details create problems later. In the final week, publish the heat schedule, brief the jury, check every piece of equipment and prepare score sheets, bibs and event-day communications.

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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
Reserve competition venue
3
Draw up competition rules
2 people
4
Publish registration form
5
Send invitations
2 people
6
Approach sponsors
2 people
7
Assign judges
8
Recruit volunteers
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Check the entry fees
12
Create final participant list
2 people
13
Create the heat schedule
2 people
14
Prepare jury briefing
15
Send audience information
16
Order prize money and prizes
17
Check sports equipment
2 people
18
Do the shopping
3 people
19
Sort bib numbers
2 people
20
Print score sheets
21
Chill drinks
2 people
22
Clear the venue
4 people
23
Mark floor and competition zones
3 people
24
Set out sports equipment
5 people
25
Set up jury tables
3 people
26
Set up audience seating
3 people
27
Set up registration desk
2 people
28
Set up the catering table
2 people
29
Prepare first aid supplies
30
Test competition music
2 people
31
Give the jury briefing
2 people
32
Brief volunteers
2 people

Event

33
Receive participants
4 people
34
Hand out race numbers
2 people
35
Give participant briefing
3 people
36
Lead the warm-up
2 people
37
Start heats
3 people
38
Record scores
4 people
39
Collect jury forms
2 people
40
Swap out sports equipment
4 people
41
Check the competition floor
2 people
42
Refill the water stations
2 people
43
Refill drinks
2 people
44
Restock fruit and snacks
2 people
45
Collect waste
2 people
46
Announce the final
47
Lead the final
4 people
48
Check the final standings
3 people
49
Present prizes
3 people
50
Thank participants

Aftercare

51
Clear away sports equipment
5 people
52
Clear away chairs and tables
4 people
53
Clean up catering
3 people
54
Dispose of waste
3 people
55
Clean the venue
4 people
56
Archive score sheets
57
Publish results
58
Return borrowed materials
2 people
59
Store leftover stock
2 people

What to bring

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

Furniture

Registration tablesqty 2
Jury tablesqty 8
Audience chairsqty 120
Folding chairsqty 20
Waste binsqty 8

Sports equipment

Rubber floor tilesqty 80
Barbellsqty 12
Bumper platesqty 80
Kettlebellsqty 20
Dumbbellsqty 24
Plyo boxesqty 12
Gymnastics ringsqty 12
Pull-up barsqty 8
Skipping ropesqty 20
Rowing machinesqty 6
Air bikesqty 6
Sandbagsqty 12
Conesqty 30
Barrier tapeqty 4
Competition bibsqty 100
Race bib strapsqty 100
First aid kitsqty 2
Ice packsqty 20
Hand sanitizerqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Stopwatchesqty 12
Megaphone

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 160
Cutlery setsqty 160

Kitchen

Coolersqty 6
Water jugsqty 8
Serving plattersqty 12
Serving spoonsqty 12
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 6

Decorations

Placement signsqty 6
Direction signsqty 12
Prizes and medalsqty 12

Catering

Groceries

Tips

Set the format and rules before publishing registration. State the divisions, workout standards, scoring method, tie-break procedure and movement standards so athletes know exactly what they are entering.
Build the heat schedule from the final participant list, not from early registrations. Leave a few minutes between heats for judging, score collection, equipment changes and athlete movement.
Assign one lead judge for every competition zone and recruit volunteers for registration, equipment changes, scoring, athlete control and spectator guidance. Hold the jury briefing before the first heat, not during it.
Check the venue layout with the actual equipment, including barbells, bumper plates, rowing machines, air bikes and plyo boxes. Mark floor zones and cable routes in advance, and keep at least one clear path for athletes and staff.
Send final audience and athlete information at least 3 days before the event. Include arrival time, parking or entry instructions, heat times, food and drink arrangements, rules and what competitors must bring.

Frequently asked questions

How long does it take to organise a CrossFit competition?: Allow at least 8 to 12 weeks for a small or medium competition. Use the first 2 weeks to set the format, rules and venue, open registration by around week 4, and reserve the final 7 days for the schedule, briefings and equipment checks.
How many judges do I need for a CrossFit competition?: Plan for at least 1 judge per active competition lane, plus 1 head judge or scoring lead. Add a reserve judge for every 6 to 8 lanes so breaks, delays and last-minute absences do not stop the heats.
How do you make a CrossFit heat schedule?: Start with the final participant list and group athletes by division and workout requirements. Allow about 5 to 10 minutes between heats for scoring and equipment changes, then publish the schedule at least 3 days before competition day.
What equipment is needed for a CrossFit competition?: The equipment depends on the workouts, but common requirements include rubber floor tiles, barbells, bumper plates, kettlebells, dumbbells, plyo boxes, rings, pull-up bars and skipping ropes. Check quantities, condition and layout at least 7 days before the event.

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