How to organise a gymnastics competition

A gymnastics competition depends on more than a good floor and working apparatus. You need a clear format, confirmed clubs, trained judges, reliable volunteers and a schedule that keeps each group moving. Start with the venue and competition rules, then work through registration, staffing, equipment and communication in that order. The details people often leave too late are dietary requirements, medals, jury forms, start lists and enough time to test the sound system and power supply.

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
Set competition format
2 people
3
Draw up competition rules
2 people
4
Contact participating clubs
2 people
5
Open registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Update participant list
9
Collect dietary requirements
10
Invite the judges
2 people
11
Recruit volunteers
2 people
12
Create the jury lineup
2 people
13
Create the match schedule
2 people
14
Assign starter groups
2 people
15
Check start lists
2 people
16
Send the schedule to clubs
17
Send parent information
18
Order medals and cups
19
Print the jury forms
20
Making participant badges
2 people
21
Prepare route signs
22
Check sports equipment
3 people
23
Lay out spare parts
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Bring materials to the venue
4 people
28
Check sports flooring
2 people
29
Set up the gymnastics floor
6 people
30
Set up bridge and beam
5 people
31
Set up the bar and rings
5 people
32
Set up the jump and approach runway
4 people
33
Check the crash mats
4 people
34
Set up jury tables
3 people
35
Set up audience seating
4 people
36
Set up registration desk
2 people
37
Set up the catering table
3 people
38
Set up the prize presentation
2 people
39
Provide the jury tables with forms
2 people
40
Test sound system
2 people
41
Check first aid supplies
42
Brief volunteers
2 people
43
Conduct the jury briefing
2 people

Event

44
Receive participants
4 people
45
Register attendance
3 people
46
Hand out race numbers
2 people
47
Guide the warm-up
5 people
48
Announce the opening
49
Run the competition round
8 people
50
Collect scores
2 people
51
Serve drinks
3 people
52
Refill drinks
2 people
53
Serve snacks
3 people
54
Inform the audience
2 people
55
Oversee the break in the match
4 people
56
Announce the next round
57
Resume the competition round
8 people
58
Process interim results
2 people
59
Announce finalists
60
Guide the final round
8 people
61
Check final scores
3 people
62
Prepare awards ceremony
3 people
63
Carry out award ceremony
4 people
64
Take group photo
2 people
65
Check out participants
3 people
66
Guide the audience to the exit
3 people

Aftercare

67
Clean up catering
3 people
68
Dismantle sports equipment
6 people
69
Clear away chairs and tables
4 people
70
Collect waste
3 people
71
Wash dishes
3 people
72
Check changing rooms
2 people
73
Clean the sports floor
3 people
74
Clean the competition area
4 people
75
Return materials
4 people
76
Return borrowed items
2 people
77
Publish results
78
Send thank-you message to participants

What to bring

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

Sports equipment

Gym floor
Balance beamqty 2
Uneven bars
Bridge level
Uneven bars
Rings
Springboardqty 2
Pegasus horseqty 2
Approach matqty 2
Crash matsqty 10
Landing matsqty 6
Gym matsqty 12
Magnesium tubsqty 4
Magnesium blocksqty 12
Measuring tapeqty 2
Barrier tapeqty 4
Conesqty 24

Furniture

Tablesqty 14
Chairsqty 180
Jury tablesqty 8
Changing room benchesqty 12
Clothes racksqty 4

Equipment

Laptopqty 2
Printer
Sound system
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Tea glassesqty 60

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Serving traysqty 8
Serving jugsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 6

Decorations

Competition bannersqty 6
Start number signsqty 120
Directional signsqty 12
Stage blocksqty 3
Tableclothsqty 14

Lighting

LED string lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 6

Catering

Medalsqty 40
Winner's cupsqty 8
Jury formsqty 200
Pensqty 40
Clipboard foldersqty 12
Groceries

Tips

Set the competition format and rules before opening registration. Clubs need to know the categories, age groups, apparatus, scoring approach and entry deadline before they can submit accurate participants.
Build the timetable from the number of starter groups, not just the number of registered gymnasts. Leave time for warm-ups, apparatus changes, judging paperwork and delays between rotations.
Confirm judges and volunteers several weeks before competition day, then create a written jury lineup and role list. A last-minute gap at the registration table or equipment area can affect the whole schedule.
Check every apparatus and mat before athletes arrive, including the gym floor, balance beam, uneven bars, springboard, landing mats and crash mats. Keep spare parts, barrier tape, cones and extension cords ready instead of searching for them during a rotation.
Send clubs and parents more than a timetable. Include arrival instructions, changing-room information, dietary details, parking or route signs, what participants should bring and when medals or cups will be presented.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Start planning at least 12 weeks before the competition. Reserve the venue first, then allow time for rules, club invitations, registration, judging, volunteers, equipment checks and printed materials.
When should gymnastics competition registration close?: Close registration 3 to 4 weeks before competition day. That gives you time to confirm dietary requirements, update participant lists, assign starter groups and produce a workable schedule.
How many volunteers do I need for a gymnastics competition?: Plan for at least one volunteer per operational role, plus 2 to 3 people who can cover breaks or unexpected gaps. Typical roles include registration, athlete flow, equipment support, refreshments, music and results administration.
When should I send the gymnastics competition schedule to clubs and parents?: Send the confirmed schedule to clubs about 10 to 14 days before the event and parent information at the same time. Recheck the start lists 2 to 3 days beforehand and communicate any changes immediately.

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.