How to organise a pole dancing competition

Start with the competition format, rules and registration deadline before booking the remaining details. You will need time to confirm participants, collect music and dietary requirements, appoint judges and check insurance. The venue must accommodate competition poles, safety mats, warm-up space, changing areas and jury tables, with enough power for sound and lighting. In the final week, test every music file, publish the starting order and prepare the jury briefing and score sheets.

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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
Publish competition rules
2
Open registration form
3
Send invitations
2 people
4
Register participants
2 people
5
Confirm registrations
6
Collect dietary requirements
7
Assign judges
8
Book host
9
Book photographer
10
Reserve venue
11
Check competition insurance
12
Reserve Poles
13
Send music instructions
14
Gather music files
2 people
15
Test music files
2 people
16
Draw the starting order
2 people
17
Publish the starting order
18
Prepare jury briefing
2 people
19
Print score sheets
20
Make name badges
2 people
21
Print program booklets
2 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Check the poles
3 people
26
Open venue
2 people
27
Conduct a safety check
2 people
28
Clear the floor
4 people
29
Set up jury table
2 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Connect the sound system
2 people
33
Test microphones
2 people
34
Set up competition lighting
2 people
35
Hang decorations
3 people
36
Set up check-in desk
2 people
37
Set up the catering buffet
3 people
38
Set up the participant area
2 people
39
Equip the jury table with forms
40
Brief volunteers
2 people
41
Run the sound check
3 people
42
Give the jury briefing
5 people

Event

43
Check in participants
3 people
44
Welcome the audience
3 people
45
Assist with opening program
2 people
46
Guide participants to the warm-up
2 people
47
Play competition music
2 people
48
Monitor the starting order
2 people
49
Collect judging forms
2 people
50
Process scores
2 people
51
Guide participants
2 people
52
Check the safety mats
2 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Keep buffet clean
2 people
56
Answer audience questions
2 people
57
Announce the break program
58
Announce finalists
2 people
59
Support awards ceremony
3 people
60
Take group photo
3 people
61
See the audience out
3 people

Aftercare

62
Archive jury forms
2 people
63
Switch off equipment
2 people
64
Remove decorations
3 people
65
Clear tables and chairs
4 people
66
Take down the poles
3 people
67
Wash dishes
3 people
68
Collect waste
3 people
69
Clean the venue
4 people
70
Register lost and found items
71
Pack up materials
3 people
72
Return rental items
2 people
73
Inform the winners
74
Publish results
75
Share photos with participants
76
Send thank-you messages

What to bring

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

Furniture

Registration desk
Jury tablesqty 2
Catering tablesqty 4
Chairsqty 110
Bar stoolsqty 8
Clothes racksqty 4
Changing room screensqty 4
Waste binsqty 8

Sports equipment

Competition Polesqty 2
Safety matsqty 4
Warm-up matsqty 12
Stretch bandsqty 12
Blocks for the jury tablesqty 4

Equipment

Laptopsqty 2
Tabletsqty 3
Printer
Portable speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Power banksqty 4

Lighting

LED work lightsqty 4
LED string lightsqty 6
Spare batteriesqty 24

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Serving trays with lidsqty 8

Decorations

Competition banner
Red carpet
Balloon archesqty 2
Tableclothsqty 8
Stage signsqty 3
Name card holdersqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Hand sanitizer stationsqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Publish the rules before opening registration, including categories, judging criteria, music format, arrival time and the registration closing date. This prevents disputes and gives participants time to prepare.
Confirm registrations at least 10 days before the competition and ask for dietary requirements at the same time. Use the final participant count to plan snacks, drinks, name badges and programme booklets.
Treat music as a separate production task: set a file deadline, test every track on the event system and keep a backup copy on a USB stick. Do not wait until the first performer is ready.
Check the poles, safety mats and warm-up mats during the venue setup, not on the morning of the event. Leave at least 60 minutes for a full equipment and sound check before doors open.
Brief the judges before the first performance and print one score sheet per competitor, plus spares. Raise jury tables if needed so judges can see the stage clearly without obstructing the audience.

Frequently asked questions

How far in advance should I organise a pole dancing competition?: Allow at least 8 to 12 weeks. Use the first two weeks for the format, rules, venue, insurance and pole booking, then open registration and reserve the final two weeks for music testing, the starting order and event-day preparation.
When should pole dancing competition registration close?: Close registration 10 to 14 days before the event. That gives you enough time to confirm entries, collect dietary requirements, prepare badges and book catering quantities without changing the programme at the last minute.
How much time is needed for pole and safety checks?: Schedule at least 60 minutes before participants arrive for the pole, safety mat and warm-up area check. Add another 30 minutes for sound, microphones, lighting and music playback if the equipment is unfamiliar.
When should competitors send their music files?: Set the music deadline 7 days before the competition. Test every file within 48 hours of receiving it, label the tracks with the competitor and starting number, and keep a second copy on a USB stick.

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