How to organise a search and rescue dog competition

Start with the venue, competition rules and course layout before opening registration. Those decisions determine how many dogs you can accept, what equipment you need and how long the day will run. Then confirm judges, permits, insurance and volunteers, followed by participant details and the starting order. The final week is for weather checks, directions, catering, shopping and a clear briefing so the course and judging team are ready before the first dog starts.

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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
Reserve competition venue
2
Set the match rules
2 people
3
Invite the judges
4
Create the course layout
2 people
5
Check permits
6
Check insurance
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Check dog details
2 people
12
Set up the starting order
2 people
13
Assign start numbers
2 people
14
Confirm participants
2 people
15
Prepare jury briefing
2 people
16
Assign volunteers
2 people
17
Make a parking plan
18
Send directions
19
Order prizes and medals
20
Book catering
21
Check the shopping list
22
Check the weather forecast
23
Send final information to participants
2 people
24
Do the shopping
2 people
25
Gather competition materials
3 people
26
Prepare print materials
2 people
27
Set out dog water
2 people
28
Inspect the grounds
3 people
29
Set out the course
5 people
30
Set up obstacles
5 people
31
Mark the start and finish zones
3 people
32
Set up crowd barriers
3 people
33
Set up the registration table
2 people
34
Set up judges' table
2 people
35
Build the catering point
3 people
36
Test power and lighting
2 people
37
Hold the jury briefing
4 people
38
Brief volunteers
5 people

Event

39
Register participants
4 people
40
Hand out race numbers
2 people
41
Welcome dogs and handlers
3 people
42
Guide the audience to sections
3 people
43
Give the opening briefing
2 people
44
Lead the warm-up round
3 people
45
Supervise the search sample
6 people
46
Supervise obedience trial
5 people
47
Supervise the lifeguard test
7 people
48
Announce break
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Refill dog water
2 people
53
Guard the Competition Area
3 people
54
Collect score sheets
2 people
55
Enter scores
2 people
56
Publish interim results
57
Prepare awards ceremony
3 people
58
Support awards ceremony
4 people
59
Give a thank-you speech
60
Ensure the audience leaves safely
3 people
61
See participants off
2 people

Aftercare

62
Clean up dog water
2 people
63
Take down course materials
5 people
64
Dismantle furniture
4 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the catering area
3 people
68
Clean the grounds
4 people
69
Inventory materials
2 people
70
Return borrowed items
2 people
71
Send out the results
72
Share photos with participants
73
Archive prize documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Jury tablesqty 3
High tablesqty 4
Clothes racksqty 2

Sports equipment

Conesqty 40
Barrier tapeqty 6
Crowd control barriersqty 20
Bib numbersqty 60
Markersqty 12
Hoopsqty 6
Springboardsqty 8
Crawl tunnelsqty 3
Climbing rampsqty 2
Gangwaysqty 3
Search boxesqty 6
Dummiesqty 12
Ropesqty 10
Ballsqty 12
Vestsqty 20
Stopwatchesqty 8
Measuring tapesqty 3
Scoreboardsqty 3
Dog leashesqty 10
Water tubsqty 20
Dog waste bag dispensersqty 8

Equipment

Walkie-talkiesqty 10
Megaphone
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 60
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6

Catering

Drink dispensersqty 3
Ice packsqty 20
Coffee filtersqty 100
Insulated Cupsqty 60
Groceries

Safety

First aid kit
Animal first aid kit
Nitrile glovesqty 100
Safety vestsqty 12
Fire extinguishersqty 2

Decorations

Directional signsqty 12
Competition postersqty 6
Prize ribbonqty 10
Medalsqty 12
Cupsqty 6
Certificatesqty 60
Pensqty 30

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4
Paper towelsqty 8
Dog waste bag holdersqty 8

Tips

Reserve the venue before publishing the registration form. Check that it has enough space for the course, parking, spectator control and separate areas for dogs to wait safely.
Set the rules and create the course layout before assigning start numbers. Mark the route with cones, barrier tape or barriers, and check every obstacle, search box and dummy at least once before competition day.
Close registrations early enough to check dog details, dietary requirements and the starting order. Send final information and directions at least 3 days before the event so participants are not asking for basics on the morning.
Give judges and volunteers a timed briefing, not just a task list. Allow at least 30 minutes before the first start to cover scoring, stopwatches, radios, safety signals, water points and who handles each section.
Treat equipment, catering and weather as separate final checks. Confirm tables, chairs, tents, scoreboards, bib numbers, water tubs and waste-bag dispensers 2 days ahead, then review the forecast and adjust the site plan if needed.

Frequently asked questions

How far in advance should I organise a search and rescue dog competition?: Start venue, rules, permits and insurance checks at least 8 to 12 weeks before the competition. Open registration only after the course layout and judging arrangements are clear.
How long before the event should registration close?: Close registration about 10 to 14 days before the competition. That gives you time to check dog details, collect dietary requirements, assign start numbers and send confirmations.
How many volunteers do I need for a search and rescue dog competition?: Plan separate people for registration, parking, course control, timekeeping, scoring and participant support. For a small event, allow at least 1 volunteer per active course section plus 2 people coordinating the overall site.
When should I send final information to participants?: Send the final information 3 to 5 days before the event. Include directions, parking instructions, arrival time, start number, dog requirements and what happens if the weather changes.

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.