How to organise a six-event competition

A six-event competition needs more than six games and a scoreboard. Start by fixing the date, format and rules, then build the schedule around the venue, teams and equipment. Registration, team assignments and dietary details should be settled before you buy food or prepare materials. On the day, set up separate game stations, print score sheets and test the route before participants arrive. This order prevents the most common delays: missing equipment, unclear scoring and teams waiting between events.

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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
Determine game components and rules
3 people
3
Create participant list
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Assign teams and team leaders
2 people
8
Create the game schedule and route
2 people
9
Reserve the venue and grounds
10
Check power supply
11
Check the weather forecast
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Collect game materials
3 people
15
Prepare materials for each game
3 people
16
Print team cards and score sheets
17
Prepare the prize table
18
Chill drinks
2 people
19
Cut vegetables and fruit
2 people
20
Prepare snacks
3 people
21
Inspect the site
2 people
22
Cordon off the area
2 people
23
Set up tables and chairs
4 people
24
Set up party tents
4 people
25
Set up game stations
6 people
26
Set up signage
2 people
27
Set up the food and drink area
3 people
28
Set up the registration table
2 people
29
Brief volunteers
2 people

Event

30
Receive participants
3 people
31
Guide teams to starting positions
6 people
32
Explain the rules and safety
2 people
33
Supervise the six-event challenge
8 people
34
Record scores per section
6 people
35
Check water stations
2 people
36
Refill drinks
2 people
37
Serve snacks and fruit
3 people
38
Clear away game materials in between
3 people
39
Set up buffet
4 people
40
Serve the meal
5 people
41
Restock plates and cutlery
2 people
42
Clear away dishes
3 people
43
Check final scores
3 people
44
Announce the winners
2 people
45
Present prizes
2 people
46
Handle the final drink round
2 people
47
See participants off
3 people

Aftercare

48
Collect waste
4 people
49
Clean up game materials
5 people
50
Clear tables and chairs
4 people
51
Take down party tents
4 people
52
Clean the kitchen and buffet
3 people
53
Leave the site clean
4 people
54
Wash tableware and equipment
3 people
55
Check stock
56
Store materials clean and dry
2 people
57
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Beer table setsqty 6
Buffet tablesqty 3
Registration desk

Sports equipment

Marker discsqty 40
Conesqty 50
Tug of war rope
Relay batonsqty 12
Water cups for gamesqty 100
Bucketsqty 12
Spongesqty 30
Ballsqty 12
Hoopsqty 12
Jump sacksqty 12
Blindfoldsqty 12
Cratesqty 20
Plastic sheetingqty 2
Water hosesqty 2
Scoreboard
Stopwatchesqty 6
Whistlesqty 8
Measuring tapesqty 3
First aid kit
Ice packsqty 20
Water jerry cansqty 4
Drinking cups for water stationsqty 100

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 3
Bluetooth speaker
Microphone
Megaphone
Power banksqty 4

Lighting

Outdoor lightsqty 6
String lightsqty 4

Decorations

Buntingqty 8
Team flagsqty 8
Balloonsqty 100
Balloon pumpqty 2
Barrier tapeqty 4
Directional signsqty 12
Pensqty 20
Clipboardsqty 8
Score sheetsqty 100
Team badgesqty 80
Waterproof markersqty 12
Tapeqty 6
Ropeqty 2
Cable tiesqty 100
Cone labelsqty 20

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Serving jugsqty 6
Serving traysqty 6
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Thermos flasksqty 4
Tongs and spatulasqty 6
Kettlesqty 2
Gas burnersqty 2
Gas cylindersqty 2

Catering

Groceries

Cleaning

Waste binsqty 8
Litter pickersqty 4
Broomsqty 4
Eye-catchersqty 2
Buckets for cleaningqty 3
Mopsqty 3
Toilet brushesqty 2

Tips

Set the format before inviting anyone. Decide how many teams can take part, how long each event lasts and how points are awarded, then use those rules consistently on every score sheet.
Close registration early enough to make balanced teams. Aim to finalise team leaders and dietary requirements at least 7 days before the competition so cards, food and the schedule can be prepared once.
Build the timetable with transition time. For six events, allow at least 5 minutes between stations for teams to move, reset equipment and record scores; otherwise one late round affects the entire day.
Prepare one labelled equipment set per station. Put items such as cones, stopwatches, whistles, measuring tapes and score sheets together before setup, and test anything needing power with extension cords and power strips.
Inspect the grounds on the morning of the event. Check the weather, power supply and walking route, cordon off unsafe areas, and keep a first aid kit and ice packs accessible rather than packed away.

Frequently asked questions

How far in advance should I organise a six-event competition?: Start planning 4 to 6 weeks ahead. Set the date and rules first, send invitations next, and aim to close registrations at least 7 days before the event.
How long does a six-event competition take?: Allow roughly 3 to 4 hours for six events, depending on the length of each round and the number of teams. Add at least 5 minutes between events for movement, resets and scoring.
How many people should be on each team?: There is no fixed number, but teams of 4 to 8 people usually keep the games active without making turns too long. Balance teams after registration closes and assign one leader to each team.
What should I prepare the day before a six-event competition?: Finish shopping, chill drinks, prepare snacks, print team cards and score sheets, and group the equipment by station. Pack the materials in labelled boxes so setup can start immediately on the event morning.

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.