How to organise a gymnastics competition

A gymnastics competition runs smoothly when decisions are made in the right order. Set the format and book the sports hall before inviting participants, then arrange judges, registration, volunteers and the match schedule. The final week is about checking names, music, equipment and paperwork rather than making major changes. Allow enough time on the day for the gym floor, apparatus, jury tables, seating and catering to be set up before the first warm-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.

Preparations

1
Set competition format
2 people
2
Reserve the sports hall
3
Approach jury members
2 people
4
Invite participants
2 people
5
Open registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Recruit volunteers
2 people
9
Draw up the match schedule
2 people
10
Check participant list
2 people
11
Confirm the jury lineup
12
Gather music for exercises
13
Order prizes and medals
14
Order catering
2 people
15
Create volunteer instructions
16
Print competition forms
17
Prepare name badges
2 people
18
Do the shopping
2 people
19
Check the gymnastics equipment
3 people
20
Send final information to participants

Event

21
Open the sports hall
2 people
22
Check the dance floor
3 people
23
Set up gym equipment
6 people
24
Set up jury tables
3 people
25
Set up audience seating
4 people
26
Set up registration desk
2 people
27
Set up the catering table
3 people
28
Hang up signage
2 people
29
Test music and microphone
2 people
30
Set up the jury table
2 people
31
Welcome the judges
2 people
32
Register participants
3 people
33
Hand out race numbers
2 people
34
Direct participants to the changing rooms
2 people
35
Give the jury briefing
2 people
36
Lead the warm-up
3 people
37
Welcome the audience
3 people
38
Give the opening speech
39
Run the competition round
6 people
40
Enter scores
2 people
41
Refill drinks
2 people
42
Serve snacks
3 people
43
Announce break
44
Keep the gymnastics floor clear
2 people
45
Check final standings
3 people
46
Prepare awards ceremony
3 people
47
Handle prize ceremony
3 people
48
See off the participants and audience
3 people

Aftercare

49
Take down the gym equipment
6 people
50
Clear away chairs and tables
4 people
51
Wash dishes
3 people
52
Collect waste
3 people
53
Clean the sports hall
4 people
54
Check changing rooms
2 people
55
Return borrowed materials
2 people
56
Publish results
57
Thank participants
58
Share photos and results

What to bring

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

Sports equipment

Gym floor
Crash matsqty 12
Long matsqty 6
Gym benchesqty 4
Uneven bars
Bridge level
Beamqty 2
Pegasus
Plankolineqty 2
Balance beamsqty 2
Gymnastic ribbonsqty 10
Scoreboardsqty 6
Jury tablesqty 6
Stopwatchesqty 6
Whistlesqty 4
Pensqty 30

Furniture

Tablesqty 12
Chairsqty 80
Changing room benchesqty 8
Waste binsqty 6

Tableware

Reusable cupsqty 120
Platesqty 80
Coffee cupsqty 50
Cutlery setsqty 80
Serving plattersqty 12

Equipment

Laptopqty 2
Printer
Microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Competition bannersqty 3
Bib numbersqty 60
Name badgesqty 80
Medalsqty 30
Cupsqty 12
Ribbonsqty 30
Directional signsqty 10

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Set the competition format before opening registration. Specify the disciplines, age groups, scoring method and maximum number of participants so the schedule can be built from firm information.
Approach jury members early and confirm the full lineup before sending the final schedule. A missing judge can affect several apparatus rotations, so keep one contact list with arrival times and roles.
Close registrations early enough to process names, categories and dietary requirements before drawing up the match schedule. Send final participant information at least 3 days before the competition.
Check every piece of gymnastics equipment in the sports hall before event day, including the gym floor, crash mats, long mats, uneven bars, beam and vaulting equipment. Do not leave safety checks until setup morning.
Give volunteers written instructions covering registration, changing rooms, audience seating, refreshments and result paperwork. Print competition forms and prepare name badges before the hall opens, then test the microphone, speakers, laptop and printer.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Start at least 8 to 12 weeks ahead. Book the sports hall first, then secure jury members and open registration while there is still time to process entries and build the schedule.
When should gymnastics competition registration close?: Close registration about 2 to 3 weeks before the event. This leaves time to check participant details, collect dietary requirements and create a workable rotation schedule.
How many volunteers do I need for a gymnastics competition?: Plan for at least 1 volunteer per key operating area, plus 2 to 4 people for setup and changeovers. The exact number depends on participant numbers, but registration, equipment, refreshments, results and audience guidance should not rely on one person.
How early should we arrive to set up a gymnastics competition?: Open the sports hall at least 2 to 3 hours before the first warm-up. Use that time to check the dance floor and equipment, arrange jury tables and audience seating, test the sound system and place paperwork where volunteers can find it.

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.