How to organise a family six-event competition

A family six-event competition works best when the running order, teams and equipment are settled before anyone arrives. Start by confirming the date and venue, then open registrations early enough to process entries, dietary requirements and team assignments. Build the schedule around the six games, with time for scoring and changeovers. In the final week, check the weather plan, equipment and deliveries. On the day, use a printed run sheet so registration, stations, refreshments and prizes follow the same timetable.

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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 date and location
2 people
2
Send invitations
2 people
3
Open registrations
4
Confirm venue booking
5
Set the game schedule
3 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assemble teams
2 people
9
Send out team assignments
10
Write out the game rules
2 people
11
Print the run sheet
12
Check the weather forecast
13
Confirm the bad weather plan
2 people
14
Order groceries
2 people
15
Check sports equipment
2 people
16
Collect prizes and medals
17
Receive deliveries
2 people
18
Chill drinks
2 people
19
Sort team vests
2 people
20
Prepare game stations
3 people
21
Prepare the prize table
2 people
22
Prepare registration forms
23
Check first aid supplies
24
Charge rechargeable equipment

Event

25
Open venue
2 people
26
Build party tents
4 people
27
Set up tables and chairs
4 people
28
Set up the course
4 people
29
Set out game materials at each station
4 people
30
Set up the buffet and drinks station
3 people
31
Hang decorations
2 people
32
Test music and microphone
2 people
33
Prepare coffee and tea
2 people
34
Set up lunch buffet
3 people
35
Brief volunteers
3 people
36
Receive participants
3 people
37
Register attendance
2 people
38
Hand out team vests
2 people
39
Explain the rules
2 people
40
Host the opening round
3 people
41
Supervise the first round of the six-event challenge
6 people
42
Distribute water and fruit
2 people
43
Guide the second round of the six-event competition
6 people
44
Process interim results
2 people
45
Supervising the third round of the six-event competition
6 people
46
Refill drinks
2 people
47
Serve snacks
2 people
48
Light the barbecue
2 people
49
Prepare barbecue
3 people
50
Serve barbecue
4 people
51
Restock salads and bread
2 people
52
Restock plates and cutlery
53
Empty trash bins
2 people
54
Guide the six-event competition finale
6 people
55
Check the final standings
2 people
56
Present prizes
3 people
57
Give farewell and thank-you speech
58
Serve the last drinks round
2 people
59
See participants off
3 people

Aftercare

60
Gather sports equipment
4 people
61
Clear the buffet and drink station
3 people
62
Wash dishes
3 people
63
Clear tables and chairs
4 people
64
Take down party tents
4 people
65
Clean the venue
4 people
66
Take waste to the collection point
2 people
67
Turn off lights
68
Collect lost and found items
69
Store materials dry
2 people
70
Return borrowed materials
2 people
71
Clean coolers
2 people
72
Sort leftovers
2 people
73
Perform final venue check
2 people
74
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Beer tablesqty 4
Buffet tablesqty 3
Prize table
Coat racksqty 2

Sports equipment

Conesqty 40
Marking tapeqty 4
Tug of war rope
Relay batonsqty 6
Buckets of waterqty 8
Sponge ballsqty 20
Large soft ballsqty 6
Frisbeesqty 6
Hoopsqty 12
Blindfoldsqty 6
Sponge relay racesqty 6
Scoreboardsqty 6
Stopwatchesqty 6
Whistlesqty 6
Team bibsqty 60
Start and finish flagsqty 6
Plastic binsqty 12
Crawl tunnel
Balance beam
Sandbagsqty 12
Measuring tapeqty 2
Waterproof score foldersqty 6

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 4
Barbecueqty 2
BBQ toolsqty 2
Gas cylindersqty 2

Tableware

Reusable platesqty 70
Reusable bowlsqty 70
Reusable cupsqty 100
Coffee cupsqty 50
Cutlery setsqty 80
Serving spoonsqty 8
Serving plattersqty 8
Scissorsqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Team flagsqty 6
Prize ribbon
Tableclothsqty 8
Name badgesqty 70
Markersqty 12
Clipboardsqty 8

Lighting

String lightsqty 6
LED lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 2
Aluminum baking traysqty 4
Kitchen scale

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Prizesqty 6
Medalsqty 60
First aid kit
Sunscreen dispensersqty 2
Groceries

Tips

Set the registration deadline at least 7 days before the competition. You need time to process entries, collect dietary requirements, assemble teams and send team assignments.
Write the six-event schedule with start times, station changes and scoring breaks. Allow 10–15 minutes between events for teams to move and volunteers to reset equipment.
Check every sports item at least 3 days beforehand, including cones, marking tape, stopwatches, whistles, team bibs and the tug-of-war rope. Replace or repair missing items before delivery day.
Prepare the weather decision no later than 48 hours before the event. Party tents may cover waiting and eating areas, but the games themselves still need a safe wet-weather alternative.
Set up registration, game stations and the prize table before opening the venue. Keep waterproof score folders, spare pens and first aid supplies together so results and small injuries do not interrupt the programme.

Frequently asked questions

How far in advance should I organise a family six-event competition?: Confirm the date and venue at least 6 weeks ahead, especially if you need a booking. Open registrations around 3–4 weeks before the event and close them 7 days before it.
How much time should I allow for six family competition events?: Allow roughly 3–4 hours for six events, depending on team size and scoring. Plan 10–15 minutes between events, plus at least 30 minutes for registration, instructions and final prizes.
When should I make the teams for a family competition?: Assemble teams within 2 days of registration closing, once you know the final numbers and dietary requirements. Send team assignments at least 3 days before the competition so families know where to report.
What should I do if it rains on the day of the competition?: Make the weather decision 24–48 hours before the start and tell participants immediately. Use the confirmed bad-weather plan rather than improvising, and check that any tents, equipment and surfaces are safe before opening.

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