How to organise a freerunning competition

Start by fixing the competition date and booking a sports venue that can safely accommodate the course, warm-up area, spectators and first aid. Before inviting athletes, define the rules, age or skill categories, scoring method and registration deadline. Build the event around judging capacity and equipment availability rather than the other way around. In the final week, check every box, mat, rail, stopwatch and power connection, then brief volunteers and judges using one printed run sheet.

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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 the match date
2 people
2
Reserve the sports venue
2 people
3
Draw up competition rules
2 people
4
Determine race categories
2 people
5
Assign judges
2 people
6
Arrange first aid coverage
2 people
7
Arrange competition insurance
8
Create a registration form
9
Send invitations
2 people
10
Post social promotion
11
Process registrations
2 people
12
Collect dietary requirements
13
Collect permissions
2 people
14
Compile start list
2 people
15
Prepare jury briefing
2 people
16
Print the run sheet
17
Check the shopping list
2 people
18
Check sports equipment
3 people
19
Order prizes and medals
20
Assign volunteers
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Sort bib numbers
2 people
24
Prepare the jury forms
2 people
25
Pick up venue keys
26
Inspect the sports floor
3 people
27
Set up barriers and cordons
4 people
28
Set up the freerun course
6 people
29
Position crash mats
4 people
30
Check course safety
3 people
31
Set up judges' table
2 people
32
Set up the registration table
2 people
33
Set up the catering table
3 people
34
Set up audience seating
3 people
35
Put up signs and signage
2 people
36
Connect the sound system
2 people
37
Test music and microphone
2 people
38
Set up the first aid station
2 people

Event

39
Staff the participant desk
2 people
40
Register participants
3 people
41
Hand out race numbers
2 people
42
Give participant briefing
2 people
43
Lead the warm-up
2 people
44
Give the jury briefing
45
Host the opening round
4 people
46
Record scores
3 people
47
Guide participants along the course
3 people
48
Keep the crowd at a distance
2 people
49
Provide music and announcements
50
Restock water points
2 people
51
Serve drinks
3 people
52
Refill drinks
2 people
53
Serve snacks
2 people
54
Provide first aid
2 people
55
Announce breaks
56
Announce finalists
2 people
57
Lead the final
4 people
58
Check final scores
3 people
59
Present prizes
3 people
60
See the audience out
2 people

Aftercare

61
Turn off the sound system
2 people
62
Clean up catering
3 people
63
Collect waste
3 people
64
Dismantle sports course
6 people
65
Clear Landing Mats
4 people
66
Put furniture back
4 people
67
Clean materials
3 people
68
Clean the venue
4 people
69
Return borrowed materials
2 people
70
Publish results
71
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Bar stoolsqty 4
Party tentsqty 2
Crowd control barriersqty 24
Clothes racksqty 2

Sports equipment

Freerun boxesqty 6
Crash matsqty 4
Crash matsqty 8
Jumping castlesqty 3
Barsqty 4
Parkour Railsqty 4
Climbing ropesqty 2
Conesqty 30
Marking hoopsqty 12
Line marking tapeqty 8
Rubber non-slip matsqty 12
Gym matsqty 10
Scalesqty 2
Stopwatchesqty 4
Whistlesqty 4
Bib numbersqty 80
Wristbandsqty 100
Chalkqty 6
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 6
Safety vestsqty 12
Flashlightsqty 4

Equipment

Laptopsqty 2
Tabletsqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Wireless microphone
Power banksqty 4
Coolersqty 4
Speaker standsqty 2

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50
Serving spoonsqty 6
Pliersqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Ice packsqty 16
Serving plattersqty 10
Storage binsqty 8
Bottle openersqty 3

Decorations

Competition bannersqty 4
Directional signsqty 12
Name badgesqty 30
Tableclothsqty 8
Stage ribbonqty 2

Lighting

LED work lightsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Rubber glovesqty 8
Paper towel dispenserqty 2
Toilet brushesqty 2

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the competition. Use the final entries to create the start list, confirm categories, record dietary requirements and collect permissions before printing bib numbers.
Inspect the course with the venue at least 2 hours before doors open. Secure freerun boxes, rails, bars and ropes, cover landing zones with crash or gym mats, and mark boundaries with cones or tape.
Assign one judge per scoring position plus a head judge, and hold a 30-minute briefing before the first run. Use matching jury forms and agree how ties, missed elements and safety stops are recorded.
Plan the event timetable in blocks of 45 to 60 minutes per category, with at least 15 minutes between blocks for resets and late check-in. Print the run sheet and keep a digital copy on a laptop or tablet.
Arrange first aid coverage and competition insurance before promotion starts, not during the final week. Pick up the venue keys early enough to allow setup, test speakers and extension cords, and chill drinks before athletes arrive.

Frequently asked questions

How long does it take to organise a freerunning competition?: Allow at least 6 to 8 weeks for a small competition. Book the venue and arrange insurance first, then leave 2 to 3 weeks for registrations, permissions, judging and equipment planning.
How many judges do I need for a freerunning competition?: Use at least 3 judges for a small competition: two scoring judges and one head judge. Add one judge for each additional scoring station, plus a separate person to manage timing and results.
When should registrations close for a freerunning competition?: Close registrations 7 days before the event at the latest. This gives you time to check permissions, dietary requirements and categories, prepare the start list and print bib numbers and jury forms.
How much setup time is needed on competition day?: Reserve at least 2 hours for setup in the venue. Allow extra time if you are assembling multiple rails, boxes, bars or mats, marking the course, testing power and arranging spectator barriers.

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.