How to organise a flyball competition

A flyball competition needs more than a venue and a set of jumps. Start with the competition rules, insurance and permit requirements, then open entries before booking the practical details around the final team count. The busiest work comes in the last two weeks: checking team data, collecting dietary requirements, assigning volunteers and printing schedules and match forms. On the day, keep the running order, equipment checks, dog water and parking plan visible to everyone.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Reserve competition venue
2
Apply for competition permit
3
Check competition insurance
4
Send invitations
2 people
5
Open registration
6
Distribute flyers
2 people
7
Publish competition rules
8
Invite the judges
9
Process registrations
2 people
10
Check team details
2 people
11
Collect dietary requirements
12
Send participant confirmations
13
Collect entry fees
2 people
14
Make the competition schedule
2 people
15
Prepare jury briefing
16
Assign volunteers
2 people
17
Make a parking plan
18
Print floor plan
19
Order prizes and cups
20
Print match forms
21
Print the starting lists
22
Do the shopping
2 people
23
Check flyball equipment
2 people
24
Charge batteries
25
Set out dog water
26
Sort bib numbers
2 people
27
Prepare catering
3 people
28
Load transport to the venue
3 people

Event

29
Open venue
2 people
30
Set out the competition course
4 people
31
Set up flyball boxes
2 people
32
Set up obstacles
3 people
33
Set up crowd barriers
3 people
34
Set up the registration desk
2 people
35
Set up catering table
3 people
36
Set up tables and chairs
4 people
37
Connect the technical equipment
2 people
38
Set up judges' table
2 people
39
Hang start lists
40
Mark the dog walking route
2 people
41
Hold the jury briefing
4 people
42
Brief volunteers
3 people
43
Receive participants
3 people
44
Check dogs
2 people
45
Hand out race numbers
2 people
46
Guide practice runs
4 people
47
Welcome the audience
2 people
48
Make the opening announcement
49
Guide competition rounds
6 people
50
Record times
2 people
51
Process competition results
2 people
52
Refill drinks
2 people
53
Serve coffee and tea
2 people
54
Serve snacks
2 people
55
Empty trash bins
2 people
56
Refill drinking water for dogs
2 people
57
Announce interim standings
58
Call the finalists
59
Assist with the finals
6 people
60
Present prizes
3 people
61
Give a thank-you speech
62
See participants off
3 people

Aftercare

63
Switch off the equipment
2 people
64
Dismantle the flyball course
4 people
65
Clear away furniture
4 people
66
Wash dishes
2 people
67
Collect waste
3 people
68
Clean the venue
4 people
69
Check the grounds for dog mess
2 people
70
Reload materials
3 people
71
Return borrowed items
2 people
72
Return venue keys
73
Publish results
74
Share photos with participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Foldable tablesqty 3
Waste binsqty 6

Sports equipment

Flyball boxesqty 2
Flyball obstaclesqty 16
Start line matsqty 2
Finish line matsqty 2
Barrier tapeqty 4
Conesqty 24
Training ballsqty 30
Dog water bowlsqty 10
Dog waste bag holdersqty 4

Equipment

Electronic timing
Stopwatchesqty 4
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 4
Megaphone
Portable speaker
Power banksqty 4

Tableware

Reusable cupsqty 120
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Thermos flasksqty 6
Serving plattersqty 8

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Ice packsqty 20

Decorations

Competition flagsqty 8
Bannersqty 6
Tableclothsqty 10
Bib numbersqty 40
Directional signsqty 12
Prize displaysqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 3
Dog waste pickersqty 3
First aid kit

Catering

Groceries

Tips

Reserve the venue and confirm the competition permit and insurance before opening entries. Build in at least 6–8 weeks for approvals, especially if the venue has not hosted flyball before.
Set a firm entry deadline and close registrations at least 7 days before the event. Use that final list to check team details, collect dietary requirements, take payment and create the competition schedule.
Invite judges early and prepare a short briefing covering the rules, timing system, match forms and escalation process. Print the rules, start lists and match forms rather than relying on one laptop or phone.
Assign volunteers to fixed roles and shifts, including parking, registration, equipment, stewarding and refreshments. Give each lead a written plan at least 3 days before the competition so gaps are found before arrival.
Check the flyball boxes, obstacles, start and finish mats and electronic timing the day before. Charge batteries, test extension cords and power strips, and place dog water bowls and waste-bag holders around the course before teams arrive.

Frequently asked questions

How far in advance should I plan a flyball competition?: Allow 6–8 weeks for a small competition and longer if you need a permit, insurance confirmation or a new venue. Open entries only after the venue and competition requirements are confirmed.
When should flyball competition entries close?: Close entries at least 7 days before the event. That gives you time to verify team data, collect the start fee, publish the schedule and print the start lists and match forms.
How many volunteers do I need for a flyball competition?: Plan separate coverage for registration, parking, equipment, timing, stewarding and refreshments, with extra people available during busy changeovers. For a small event, start with 8–12 volunteers and assign shifts so no one works all day.
What should I check the day before a flyball competition?: Test the flyball boxes, obstacles, timing equipment, laptop, printer and power connections at least 24 hours before the first match. Also charge batteries, print the paperwork and set out water bowls and waste-bag holders.

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.