How to organise a six-day event without losing control

A six-day event needs one master plan, not six separate setups. Start by fixing the competition dates, confirming reservations and opening registration early enough to process entries and dietary requirements. Publish the schedule before participants arrive, then prepare accreditation, race numbers and printed rules in separate batches. On opening day, check the venue, track, lighting and sound before setting out furniture, materials, food and drinks. A short staff briefing each day keeps handovers clear.

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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
Record match dates
2 people
2
Invite participants
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Publish the match schedule
2 people
7
Confirm reservations
2 people
8
Order catering
2 people
9
Print the competition rules
10
Prepare race numbers
2 people
11
Sort accreditations
2 people
12
Do the shopping
3 people
13
Open venue
2 people
14
Check the floor and grandstands
3 people
15
Set up barriers along the track
6 people
16
Set up tables and chairs
5 people
17
Set up the reception desk
2 people
18
Set up the stage and jury table
4 people
19
Check the lighting
2 people
20
Test sound equipment
2 people
21
Set out game materials
4 people
22
Chill drinks
3 people
23
Prepare snacks
4 people
24
Hang decorations
3 people
25
Give staff briefing
4 people

Event

26
Receive participants
4 people
27
Hand out race numbers
3 people
28
Have riders warm up
3 people
29
Welcome the audience
4 people
30
Supervise competition events
8 people
31
Keep track of round counting
3 people
32
Record split times
3 people
33
Announce race information
2 people
34
Open catering desk
4 people
35
Serve snacks
4 people
36
Refill drinks
3 people
37
Empty trash bins
2 people
38
Process results
2 people
39
Support awards ceremony
4 people
40
Ensure the audience leaves safely
4 people
41
Replenish daily catering
3 people
42
Carry out the daily track inspection
4 people
43
Support the Daily Competition
8 people
44
Publish daily results
2 people
45
Support the Daily Competition
8 people
46
Support the Daily Competition
8 people
47
Support the Daily Competition
8 people
48
Support the Daily Competition
8 people
49
Run the final and award ceremony
6 people

Aftercare

50
Store leftovers safely
3 people
51
Clear the track and spectator area
6 people
52
Take down tables and chairs
5 people
53
Remove barriers
6 people
54
Wash dishes and kitchen equipment
3 people
55
Sort and remove waste
3 people
56
Clean the venue
4 people
57
Inventory competition supplies
2 people
58
Archive results
59
Return materials
3 people
60
Process leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 20
Chairsqty 120
Bar stoolsqty 12
Reception desk
Judges' tableqty 2
Stage
Clothes racksqty 4

Sports equipment

Wooden track planks
Bib numbersqty 80
Spare bicyclesqty 4
Round signsqty 6
Stopwatchesqty 8
Round countersqty 4
Competition bibsqty 20
Bike pumpsqty 4
Tool casesqty 3
Spare inner tubesqty 30
Conesqty 30
Ribbonsqty 12
Barriersqty 80

Equipment

Speakersqty 4
Microphonesqty 3
Mixer
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 20
Coolersqty 8
Food warmersqty 6
Coffee machinesqty 4
Kettlesqty 3

Tableware

Reusable glassesqty 300
Coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Pouring jugsqty 20
Serving traysqty 20

Decorations

Buntingqty 20
Event postersqty 12
Directional signsqty 20
Name badgesqty 120

Lighting

LED lampsqty 16
Light Stripsqty 8

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Serving tongsqty 12
Thermos flasksqty 10

Cleaning

Waste binsqty 20
Mop setsqty 4
Vacuum cleanersqty 2
Cleaning bucketsqty 6

Catering

Groceries

Tips

Lock the competition dates and venue reservations before sending invitations. Allow at least two weeks between the registration deadline and the first event day so you can process entries, dietary requirements and the published schedule.
Prepare participant materials by category, not in one box. Keep bib numbers, accreditations, competition vests and printed rules together for each registration or race group, with spare numbers ready for last-minute changes.
Treat the track and technical setup as separate checks. Inspect the floor and grandstands, then test barriers, wooden track planks, cones, stopwatches, lap counters, microphones and speakers before participants enter the venue.
Set up food service before the first busy period. Put coolers, food warmers, coffee machines and kettles in place, and chill drinks early enough that refreshments are ready when registration opens rather than during the first race.
Brief staff for 10–15 minutes before opening each day. Confirm who handles the reception desk, schedule questions, equipment issues, catering and race support so problems go to the right person immediately.

Frequently asked questions

How far in advance should I organise a six-day event?: Start at least 8–12 weeks before the first day. Fix the competition dates and reservations first, then allow time for invitations, registrations, catering, equipment checks and the final schedule.
When should registration close for a six-day event?: Close registration at least 14 days before opening day if possible. That gives you time to process entries, collect dietary requirements, prepare accreditations and race numbers, and publish the competition schedule.
How do I prepare the venue for a six-day competition?: Complete the main venue setup the day before, including tables, chairs, reception, stage, barriers and track materials. On each event day, inspect the floor and grandstands and test lighting and sound at least 60 minutes before opening.
How much food and drink should I arrange for six days?: Base catering on the confirmed participant and staff count, then add a 10% buffer for changing attendance and late arrivals. Order catering after registrations close and chill drinks and prepare snacks before the first daily briefing.

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.