How to organise a six-event competition

A six-event competition runs smoothly when you settle the structure before you buy equipment or invite participants. Start by confirming the date and venue, then define the team format, rules and scoring before creating the match schedule. Registrations, dietary requirements and volunteer roles need deadlines, not last-minute messages. In the final week, assemble teams, check the forecast, prepare the run sheet and inspect the site so game leaders can focus on running each event.

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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
Confirm date and location
2 people
2
Determining six-event team setup
2 people
3
Write out the game rules
2 people
4
Create the match schedule
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Instruct game leaders
2 people
10
Reserve venue
11
Check permits
12
Arrange toilets
13
Arrange waste collection
14
Check music and power
2 people
15
Check the weather forecast
16
Finalize the participant list
2 people
17
Assemble teams
2 people
18
Do the shopping
3 people
19
Collect game materials
3 people
20
Fill coolers
2 people
21
Print the run sheet
22
Prepare prize cups
23
Inspect the site
3 people
24
Cordon off the area
3 people
25
Set up the tents
4 people
26
Set up tables and chairs
4 people
27
Set up game stations
6 people
28
Set up start and finish lines
2 people
29
Set up score tables
2 people
30
Set up music
2 people
31
Safely cover power cables
2 people
32
Chill drinks
3 people
33
Prepare snacks
3 people
34
Prepare barbecue
3 people
35
Set up buffet tables
3 people
36
Lay out team vests
2 people
37
Conduct a safety check
3 people

Event

38
Receive participants
4 people
39
Announce the teams
2 people
40
Explain the game rules
2 people
41
Assist the relay
6 people
42
Supervise water transport
6 people
43
Lead tug-of-war
6 people
44
Supervise sack race
6 people
45
Oversee ball transport
6 people
46
Guide the final game
6 people
47
Process scores
2 people
48
Refill drinks
2 people
49
Serve snacks
2 people
50
Light the barbecue
2 people
51
Prepare barbecue dishes
4 people
52
Serve the buffet
4 people
53
Collect tableware
2 people
54
Handle prize ceremony
3 people
55
Provide music
56
See participants off
3 people

Aftercare

57
Collect waste
4 people
58
Clean up game materials
4 people
59
Safely extinguish barbecue
2 people
60
Clear tables and chairs
4 people
61
Take down tents
4 people
62
Clean the grounds
4 people
63
Wash dishes
3 people
64
Empty and clean coolers
2 people
65
Check materials
2 people
66
Return borrowed items
2 people
67
Dispose of waste
2 people
68
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Coolersqty 6

Sports equipment

Team bibsqty 36
Conesqty 36
Relay batonsqty 6
Buckets of waterqty 12
Plastic cups for the gameqty 120
Tug-of-war ropesqty 2
Trash bagsqty 12
Soft ballsqty 12
Hoopsqty 12
Plastic binsqty 12
Spongesqty 24
Stopwatchesqty 6
Measuring tapesqty 3
Whistlesqty 6
Bib numbersqty 36
Scoreboardsqty 6
Score sheetsqty 50
Pensqty 24
Waterproof game rulesqty 6
Barrier tapeqty 4
Herringqty 40
Rubber malletsqty 4

Equipment

Battery speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Batteriesqty 24
Barbecueqty 2
Gas cylindersqty 2
Fire blanketsqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable glassesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 60
Serving spoonsqty 12
Cutting boardsqty 4
Scissorsqty 4

Kitchen

Ice packsqty 24
Barbecue tongsqty 4
Barbecue spatulasqty 4
Serving plattersqty 12
Food warmersqty 6
Aluminum traysqty 12
Aluminum foilqty 3
Cooling bagsqty 4

Decorations

Buntingqty 8
Team flagsqty 6
Directional signsqty 12
Prizesqty 6

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 4
Cleaning glovesqty 8
First aid kit

Catering

Groceries

Tips

Set the team format before sending invitations. Decide how many people belong in each team and how substitutes will work, then use that information to build the schedule and registration form.
Write the rules for all six events in plain language and print a waterproof copy for each game area. Include scoring, time limits, tie-breaks and what happens when equipment is missed or damaged.
Give registrations a firm closing date at least 7 days before the competition. Use the final list to assemble balanced teams, collect dietary requirements and assign volunteers without constant changes.
Brief game leaders before the event, not during the first round. Give each leader the rules, a stopwatch, score sheets, pens and a clear result-reporting procedure so scores reach one central scoreboard.
Treat the site check as a separate job on the day before. Mark boundaries with barrier tape, position tents and tables, test the battery speaker and microphone, check toilets and waste collection, and keep coolers and game materials together.

Frequently asked questions

How far in advance should I organise a six-event competition?: Start at least 6 to 8 weeks before the competition. Confirm the venue, permits and team setup first, then open registrations; finalise teams, volunteers and shopping during the last 7 days.
How do you schedule six events without long delays?: Create the match schedule after you know the number of teams and available game leaders. Allow 10 to 15 minutes between rounds for scoring, moving teams and resetting equipment, and print one run sheet for every key organiser.
How many volunteers do I need for a six-event competition?: Plan for at least one game leader per event, plus one coordinator for scores and one person for practical issues. Add extra help for registration, food requirements and site setup if attendance is more than 30 people.
When should I check the weather for an outdoor competition?: Check the forecast 7 days before the event to identify major risks, then check again 24 hours before and on the morning itself. Use the final check to decide on tents, clothing guidance, surface safety and any schedule 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.