How to organise a short track competition

Start by securing the ice rink, confirming referees and opening registration before you plan the race day in detail. Once entries are processed, collect dietary requirements, prepare the schedule and assign timekeepers and volunteers. Build in time to print start lists, result forms and the programme, then test electronic timing, sound equipment and backup systems. On the day, set up the entrance desk, jury tables, changing areas and catering before competitors arrive.

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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
Send invitations
2 people
2
Publish competition information
2 people
3
Open registrations
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm ice rink reservation
7
Confirm referees
8
Assign timekeepers
9
Assign volunteers
2 people
10
Create the match schedule
2 people
11
Prepare start lists
2 people
12
Confirm participants
2 people
13
Print the program
2 people
14
Print result forms
15
Prepare medal winners
16
Order groceries
2 people
17
Check sports equipment
2 people
18
Check first aid supplies
19
Test sound equipment
2 people
20
Fill coolers
2 people
21
Pick up groceries
2 people
22
Open the competition venue
2 people
23
Set up the entrance desk
2 people
24
Set up tables and chairs
4 people
25
Build the catering buffet
3 people
26
Hang decorations
2 people
27
Set up the results board
2 people
28
Install timing equipment
3 people
29
Mark the start and finish areas
3 people
30
Cordon off the bends
3 people
31
Set up judges' table
2 people
32
Set up first aid table
2 people

Event

33
Register participants
3 people
34
Hand out race numbers
2 people
35
Hand out transponders
2 people
36
Direct riders to changing rooms
2 people
37
Conduct the jury briefing
4 people
38
Conduct the rider briefing
3 people
39
Announce the opening
2 people
40
Guide qualifying runs
8 people
41
Process interim results
2 people
42
Refill drinks
2 people
43
Refill snacks
2 people
44
Inform the audience
2 people
45
Re-mop the ice
3 people
46
Announce finalists
2 people
47
Guide the final heats
8 people
48
Check results
3 people
49
Prepare awards ceremony
3 people
50
Carry out award ceremony
4 people
51
Publish final results
2 people
52
Collect transponders
2 people
53
Collect race numbers
2 people
54
Guide visitors to the exit
2 people

Aftercare

55
Catering breakdown
3 people
56
Gather sports equipment
4 people
57
Dismantle timing equipment
3 people
58
Clear tables and chairs
4 people
59
Collect waste
3 people
60
Wash dishes
3 people
61
Clean the venue
4 people
62
Remove decorations
2 people
63
Check borrowed items
2 people
64
Return items
2 people
65
Archive results
66
Email participant results
67
Check invoices

What to bring

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

Furniture

Information desk
Jury tablesqty 3
Buffet tablesqty 4
Folding chairsqty 80
Changing room benchesqty 12
Waste binsqty 8

Sports equipment

Conesqty 30
Sponsor bannersqty 12
Plastic blocksqty 60
Bib numbersqty 100
Transpondersqty 80
Spare skatesqty 4
Referee whistlesqty 6
Red flagsqty 6
Yellow flagsqty 6
Results board
Whiteboardsqty 3
Markersqty 12
First aid kitsqty 2
Ice bagsqty 20
Emergency blanketsqty 12
Safety vestsqty 15
Tape for sports flooringqty 12

Equipment

Electronic timing
Backup stopwatchqty 4
Laptopqty 3
Printersqty 2
Walkie-talkiesqty 10
Microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 4
Power banksqty 6
USB sticksqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pouring jugsqty 10
Coffee spoonsqty 80
Tongs and serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Food warmersqty 4
Thermos cups for the juryqty 20
Cooling platesqty 8

Decorations

Bannersqty 6
Buntingqty 8
Directional signsqty 12
Tableclothsqty 8
Name card holdersqty 20
Medal traysqty 3
Table décorqty 8

Lighting

LED lampsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Microfiber clothsqty 20
Rubber glovesqty 12
Floor squeegeesqty 3

Catering

Groceries

Tips

Set a registration deadline at least 10 to 14 days before the competition. This gives you time to process entries, confirm participants and create realistic start lists.
Assign timekeepers and other volunteers before publishing the schedule. Short track races move quickly, so each role should have a named person and a backup.
Test electronic timing, the laptop, printers and the results board at the rink at least one day before the event. Keep a backup stopwatch available in case the main system fails.
Prepare race paperwork in separate sets: start lists for officials, result forms for each race and a printed programme for participants. Print an extra 10% of copies for late changes or damaged pages.
Open the venue early enough to set up the entrance desk, jury tables, chairs, walkie-talkies and catering. Allow at least 90 minutes before the first race for equipment checks and volunteer briefing.

Frequently asked questions

How far in advance should I organise a short track competition?: Start planning at least 8 to 12 weeks ahead, especially if the ice rink and referees are in demand. Open registrations once the venue, competition information and officials are confirmed.
When should registration close for a short track competition?: Close registration 10 to 14 days before race day. You need this time to process entries, check dietary requirements, confirm participants and create the match schedule.
How early should volunteers arrive at a short track competition?: Ask volunteers to arrive at least 90 minutes before the first race. This allows time to assign roles, set up tables and chairs, test communication equipment and brief the timekeepers.
What timing equipment do I need for a short track competition?: Use electronic timing with a laptop and results display, and keep a backup stopwatch ready. Test the full setup at least one day beforehand, including printers, power strips, extension cords and charging stations.

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.