How to organise a Highland Games

Start by fixing the date, venue and competition format before inviting anyone. Decide which events you will run, how many competitors each heat can handle and who will supervise every discipline. Then open registrations, arrange catering and check permits, power and weather risks. In the final week, turn the plan into a printed schedule, participant cards and a marked competition field so competitors, judges and volunteers know where to go.

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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 date and program
2 people
2
Define competition elements
3 people
3
Reserve venue
4
Check permits
5
Assign competition supervisors
2 people
6
Arrange music and announcements
7
Send invitations
2 people
8
Open registrations
9
Register participants
10
Collect dietary requirements
11
Book catering
12
Arrange waste collection
13
Check power outlets
2 people
14
Monitor the weather forecast
15
Finalize the participant list
16
Provide dietary requirements
17
Print the match schedule
18
Create participant cards
2 people
19
Check prizes and medals
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Lay out clothing and accessories
2 people
24
Mow and inspect the grounds
2 people
25
Mark the area
4 people
26
Set up match equipment
4 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Create a stage-free presentation space
2 people
30
Connect the PA system
2 people
31
Tape down power cables securely
2 people
32
Set up the registration table
2 people
33
Set up the catering table
3 people
34
Check toilets
2 people
35
Prepare first aid supplies
2 people
36
Conduct safety rounds
3 people
37
Brief volunteers
2 people
38
Set up judges' table
2 people
39
Test competition equipment
3 people

Event

40
Open registration
3 people
41
Receive participants
3 people
42
Give the signal
2 people
43
Give caber toss explanation
2 people
44
Guide the caber toss
4 people
45
Give stone put instructions
2 people
46
Guide the stone put
4 people
47
Give explanation of the sheaf toss
2 people
48
Supervise the sheaf toss
4 people
49
Give a hammer throw briefing
2 people
50
Supervise hammer throw
5 people
51
Record results intermittently
2 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Serve coffee and tea
2 people
55
Serve snacks
3 people
56
Serve the meal
4 people
57
Collect tableware
2 people
58
Empty trash bins
2 people
59
Keep competition fields clear
2 people
60
Safely manage participant swaps
2 people
61
Provide music
62
Check results
3 people
63
Set up the prize table
2 people
64
Announce the winners
2 people
65
Present prizes
3 people
66
Guide the free play round
4 people
67
Announce the final round
68
Guide visitors to the exit
3 people

Aftercare

69
Gather competition materials
4 people
70
Clean up catering
4 people
71
Wash dishes
3 people
72
Sort waste
3 people
73
Clean the grounds
5 people
74
Take down tents and decorations
4 people
75
Remove tables and chairs
4 people
76
Disconnect the public address system
2 people
77
Empty the coolers
2 people
78
Chill leftover food
2 people
79
Lock up the venue
2 people
80
Return borrowed items
2 people
81
Return rented materials
2 people
82
Wash the laundry
83
Handle the deposit and keys
84
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 6
Folding chairsqty 80
Bar stoolsqty 12
Registration desk
Judges' table
Prize table
Waste binsqty 8

Sports equipment

Caber logsqty 2
Competition stonesqty 4
Hammer Weightsqty 4
Sheaf bagsqty 3
Pitchforksqty 2
Tug of war rope
Relay batonsqty 6
Conesqty 30
Bollardsqty 24
Barrier tapeqty 300
Measuring tapesqty 4
Stopwatchesqty 4
Scoreboardsqty 4
Competition whistlesqty 6
Bib numbersqty 60
Safety matsqty 4

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 6
Cable reelsqty 3
Power banksqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Food warmersqty 4
Soup kettlesqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 8
Pliersqty 6

Decorations

Scottish flagsqty 12
Buntingqty 10
Welcome sign
Program framesqty 6
Directional signsqty 10

Lighting

LED light stringsqty 8
LED lampsqty 10
Battery lanternsqty 8

Cleaning

Waste binsqty 4
Broomsqty 4
Eye-catchersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Ice packsqty 12
Fire extinguishersqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Set the competition format before opening registrations. For each discipline, define the number of attempts, the order of competitors and the scoring method, then build these details into the match schedule.
Assign one supervisor to each competition area and give judges stopwatches, whistles, measuring tapes and a visible scoreboard. A single person trying to run registration and judge an event will create delays.
Mark the field before competitors arrive. Use cones, bollards and barrier tape to separate throwing areas, spectator routes and waiting zones, and place safety mats where equipment could land or be dropped.
Check the venue’s power and weather plan at least 48 hours beforehand. Test the mobile sound system, microphones, cable reels and extension cords, and decide when party tents or a programme change will be needed.
Close registrations before printing the final materials. Prepare the participant list, bib numbers, dietary requirements, cards and schedule together, then check prizes, medals, chilled drinks and snacks the day before.

Frequently asked questions

How far in advance should I plan a Highland Games?: Start planning at least 8 to 12 weeks before the event. Reserve the venue, check permits and define the competition programme first; registrations and catering can follow once those details are fixed.
How many Highland Games events should I include?: For a one-day event, plan around 5 to 8 competition disciplines so competitors have variety without making the programme unmanageably long. Allow roughly 20 to 30 minutes per discipline, including setup and scoring.
When should I finalise the Highland Games participant list?: Close registrations 5 to 7 days before the event. Use that deadline to confirm dietary requirements, print bib numbers and participant cards, prepare the match schedule and order the right amount of catering.
How do I prepare a Highland Games field safely?: Inspect and mow the grounds at least 1 to 2 days beforehand, then mark the competition areas on the morning of the event. Keep throwing zones separate from spectators and use barriers, cones and safety mats where needed.

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