How to organise a gymnastics competition

A gymnastics competition runs smoothly when the rules, timetable and responsibilities are fixed before anyone arrives. Start by securing the venue and equipment, then build the competition schedule around available judges, supervisors and starter groups. Registrations, dietary requirements and participant information need firm deadlines, while score sheets, certificates and medals should be checked before competition day. Leave time for a full floor and equipment inspection, because missing mats, unclear music files or an incomplete jury schedule can delay every rotation.

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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 competition rules
2 people
2
Reserve competition venue
3
Assign judges
2 people
4
Assign supervisors
2 people
5
Invite participants
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Make the competition schedule
2 people
9
Assign starter groups
2 people
10
Create the jury schedule
11
Send participant information
12
Send audience information
13
Order prizes
14
Check medals
15
Print score sheets
16
Print participant lists
17
Prepare certificates
2 people
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Check gymnastics equipment
2 people
21
Prepare music files
22
Check first aid kit
23
Sort hospitality supplies
2 people
24
Clear the competition floor
4 people
25
Lay the gymnastics floor
6 people
26
Set up bridge
4 people
27
Set up the beam
4 people
28
Set up the horizontal bar
4 people
29
Set up the springboard table
4 people
30
Lay crash mats
4 people
31
Set up jury tables
3 people
32
Set up audience seating
4 people
33
Set up registration desk
2 people
34
Set up the catering table
3 people
35
Chill drinks
2 people
36
Set out coffee and tea
2 people
37
Prepare score materials
2 people
38
Equip jury tables with materials
2 people
39
Test the PA system
2 people
40
Check competition lighting
2 people

Event

41
Register participants
4 people
42
Hand out race numbers
2 people
43
Brief the judges
2 people
44
Lead the warm-up
3 people
45
Announce the opening
46
Run the competition round
8 people
47
Collect scores
2 people
48
Serve drinks
3 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Answer audience questions
2 people
52
Rotate the competition round
4 people
53
Start the music for exercises
54
Run the competition round
8 people
55
Process interim results
2 people
56
Restock break snacks
2 people
57
Guide the final round of the competition
8 people
58
Check final scores
3 people
59
Lay out prizes
2 people
60
Handle prize ceremony
4 people
61
Announce the results
62
Check out participants
2 people
63
Escort the audience outside
3 people

Aftercare

64
Dismantle the gymnastics equipment
6 people
65
Clear away the gym mats
4 people
66
Clear away chairs and tables
4 people
67
Wash dishes
3 people
68
Collect waste
3 people
69
Clean the competition floor
3 people
70
Clean the catering area
2 people
71
Gather scorekeeping materials
2 people
72
Check borrowed items
2 people
73
Switch off equipment
2 people
74
Lock up the venue
2 people
75
Publish results online
76
Share photos with participants
77
Return rental items
2 people
78
Store leftover stock
2 people

What to bring

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

Sports equipment

Gym floor
Bridge
Beam
Uneven bars
Springboard
Springboard
Crash matsqty 12
Landing matqty 2
Chalk traysqty 3
Gymnastic ribbonsqty 20

Furniture

Tablesqty 12
Chairsqty 120
Changing room benchesqty 8
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Kitchen knivesqty 4
Cutting boardsqty 4

Equipment

Laptopqty 2
Printer
PA system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Stopwatchesqty 6

Lighting

LED work lightsqty 4
Cable matsqty 8

Decorations

Welcome sign
Direction arrowsqty 12
Bib numbersqty 120
Medalsqty 36
Cupsqty 12
Certificatesqty 120
Tableclothsqty 12

Catering

Groceries

Cleaning

Broomqty 4
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand broomsqty 4

Safety

First aid kit
Ice packqty 12
Safety vestsqty 10
Barrier tapeqty 4
Conesqty 20

Office

Score sheetsqty 400
Ballpoint pensqty 30
Pencilsqty 20
Eraserqty 10
Clipboardsqty 12
Bindersqty 6
Printer paperqty 2
Tapeqty 6
Markersqty 12

Tips

Set the competition format and rules before inviting participants. Allow at least two weeks between the registration deadline and competition day to create starter groups, assign judges and send the final schedule.
Check the competition floor, bridge, beam, uneven bars, springboards and crash mats at least 48 hours beforehand. Confirm that every apparatus is safe, correctly placed and available for the planned rotations.
Prepare one printed participant list, score-sheet set and jury schedule for each judging area, plus spare copies. Test the printer and keep digital files on the laptop as a backup.
Send participants and spectators separate information at least 5 days before the event. Include arrival time, changing-room arrangements, the running order, audience access and any food or dietary information they need to provide.
Finish medals, certificates, hospitality supplies and music files no later than the day before. On the morning itself, keep the competition floor clear and set up the PA system before the first starter group is called.

Frequently asked questions

How far in advance should I organise a gymnastics competition?: Start venue booking, rules and judge assignments at least 6 to 8 weeks ahead. Set the registration deadline around 2 weeks before the competition so you still have time to build the schedule and starter groups.
How do I make a gymnastics competition schedule?: List each apparatus, available judging panel and expected time per gymnast, then add transition time between groups. Finish a draft at least 10 days before the event and send the final version 5 days beforehand.
When should gymnastics equipment be checked?: Carry out a detailed inspection 24 to 48 hours before the competition, including the gym floor, landing mats, springboards and apparatus. Recheck the layout on the event morning before participants enter the floor.
How many score sheets and certificates do I need?: Prepare one score sheet for every planned performance or judging entry, then print at least 10% extra for mistakes or last-minute changes. Have certificates and checked medals sorted by category before competition day.

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.