How to organise a fishing competition from start to finish

A fishing competition runs smoothly when the rules, weighing process and timing are fixed before anyone casts a line. Start by booking the venue, setting the competition format and preparing registration materials. Then check the weighing scales, measuring equipment, livewells and safety arrangements before participants arrive. On the day, keep one person responsible for results while others manage registration, catering and the weigh station. Finish with a checked ranking, clear announcements and a planned clean-up.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

1
Arrange first aid
2
Set up chairs
3 people
3
Give the final signal
2 people
4
Prepare catering
2 people
5
Check the sound system
6
Set up the first aid station
2 people
7
Process results
2 people
8
Check the weighing equipment
9
Place trash bins
2 people
10
Check the final standings
2 people
11
Check the measuring equipment
12
Prepare start numbers
13
Announce the winners
2 people
14
Check the power supply
15
Prepare the competition rules
16
Award the prizes
2 people
17
Prepare the parking plan
18
Display the prizes
19
Take a group photo
2 people
20
Prepare signage
21
Carry out the final check
2 people
22
Dismantle the weighing station
2 people
23
Set up the catering area
2 people
24
Weigh the catches
2 people
25
Reserve the competition venue
2 people
26
Open the grounds
2 people
27
Register participants
2 people
28
Dismantle the sound system
2 people
29
Check the permit
30
Set up the parking area
2 people
31
Hand out start numbers
2 people
32
Take down the party tents
2 people
33
Confirm the competition date
34
Place signage
2 people
35
Hand out the rules
2 people
36
Clear the tables
2 people
37
Draw up the competition rules
38
Set up barrier tape
2 people
39
Assign fishing sections
2 people
40
Clear the chairs
2 people
41
Determine fishing sections
42
Set up the registration table
2 people
43
Give the briefing
2 people
44
Remove signage
2 people
45
Number the fishing spots
46
Set up the jury table
2 people
47
Give the start signal
2 people
48
Open participant registration
49
Set up the weighing station
2 people
50
Position the weighing team
2 people
51
Remove barrier tape
2 people
52
Check registrations
53
Connect the sound system
2 people
54
Staff the jury stations
2 people
55
Collect trash
2 people
56
Make start numbers
57
Set up speakers
2 people
58
Check the fishing sections
2 people
59
Inspect the grounds
2 people
60
Assemble the jury
3 people
61
Test the microphones
2 people
62
Check safety
2 people
63
Load materials
2 people
64
Assign volunteers
2 people
65
Set up party tents
3 people
66
Replenish catering
2 people
67
Return rented equipment
2 people
68
Arrange the prizes
69
Set up tables
3 people
70
Empty the trash bins
2 people
71
Store equipment
2 people

What to bring

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

Administration

Registration formsqty 60
Scissorsqty 2
Participant listsqty 5
Start numbersqty 60
Competition rulesqty 60
Clipboardsqty 6
Pensqty 20
Markersqty 6
Stapler
Staples
Tapeqty 3

Setup

Chairsqty 30
Tableclothsqty 12
Storage cratesqty 12
Party tentsqty 3
Tent weightsqty 12
Tablesqty 12

Game equipment

Bucketsqty 8
Keepnetsqty 6
Landing netsqty 4
Scalesqty 2
Spare scale
Measuring matsqty 4
Measuring tapesqty 3
Measuring boardsqty 2

Catering

Stir sticksqty 250
Coolersqty 4
Napkinsqty 250
Ice packsqty 24
Sandwichesqty 80
Water bottlesqty 72
Toppingsqty 80
Soft drink bottlesqty 48
Cookiesqty 120
Coffeeqty 2
Teaqty 2
Sugarqty 2
Milkqty 4
Disposable cupsqty 250

Waste

Trash bagsqty 50
Broomqty 3
Dustpan and brushqty 2
Trash grabbersqty 4
Work glovesqty 12
Trash binsqty 10

Awards ceremony

Cupsqty 3
Medalsqty 10
Gift cardsqty 5
Other prizesqty 5

Grounds

Signage boardsqty 10
Arrow signsqty 12
Barrier tapeqty 3
Crowd control barriersqty 12
Parking signsqty 6

Sound and power

Extension cordsqty 10
Power stripsqty 8
Sound system
Cable matsqty 8
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Generator
Fuel cansqty 2
Cable reelsqty 6

Hygiene

Dish soapqty 2
Dish brushesqty 2
Hand soapqty 4
Paper towelsqty 8
Toilet paperqty 24
All-purpose cleanerqty 3
Cleaning clothsqty 20
Spongesqty 6

Tools

Cable tiesqty 100
Tent pegsqty 30
Tape measureqty 2
Toolbox
Ropeqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Fire blanket
Safety vestsqty 10
Walkie-talkiesqty 8
Spare batteriesqty 24
Flashlightsqty 4

Tips

Set the registration and fishing times in writing at least one week before the event. Put the competition rules, start numbers and participant list together so registration does not depend on loose notes.
Test the main weighing scale and the reserve scale before setup is complete. Weighing problems are difficult to solve once catches arrive, so place the scales on a stable table and keep the process identical for every participant.
Prepare the weigh station before the start signal, including buckets, landing nets and livewells. Decide in advance how catches are labelled, recorded and returned so the final hour does not become a queue.
Plan food and drinks for the full event rather than only the prize-giving. Keep bread rolls, fillings, coffee, tea, water and chilled drinks ready before participants arrive, with cool boxes and ice packs available for perishable items.
Allow at least 30 minutes between the final catch and the prize presentation. Use that time to process weights, check the final ranking twice and display the prizes before announcing the winners.

Frequently asked questions

How far in advance should I book a fishing competition venue?: Book the venue as soon as you have a preferred date, ideally at least 6 to 8 weeks ahead. Confirm access times, parking, power, seating and any local fishing requirements before publishing the event details.
What equipment do I need to weigh fish at a competition?: Use a tested weighing scale, a reserve scale, measuring equipment, buckets and suitable livewells or keep nets. Check all weighing equipment at least 1 day before the competition and record results in a single participant list.
How much food and drink should I provide for a fishing competition?: Plan at least 2 drinks per person for the first part of the event, then add water for the full duration. For catering, prepare one main bread roll per participant plus a 10% buffer, along with snacks, coffee and tea.
How long does it take to calculate the results after a fishing competition?: Allow 30 to 60 minutes after the final weigh-in for recording catches, checking totals and confirming the final ranking. The exact time depends on the number of participants, so do not schedule the prize presentation immediately after the end signal.

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