How to organise a six-event competition

A six-event competition needs one master schedule, not six separate plans. Start by fixing the date and location, checking permits, and deciding how teams move from one event to the next. Then collect registrations, dietary requirements and volunteer availability before assigning teams and writing the rules. The biggest delays usually happen when equipment, weather plans and match times are left until the final week. Use the plan below to keep preparation in the right order and make event day easier to run.

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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
Compile the game schedule
3 people
3
Check permits and notifications
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign teams and participants
2 people
8
Write out the game rules
2 people
9
Create the match schedule
2 people
10
Assign volunteers
2 people
11
Confirm reservations
12
Check the weather forecast
13
Do the shopping
3 people
14
Collect game materials
3 people
15
Chill drinks
2 people
16
Prepare race cards
2 people
17
Inspect the grounds
2 people
18
Set up tents and tables
4 people
19
Set up chairs and benches
3 people
20
Set out the game fields
5 people
21
Prepare game materials
4 people
22
Test audio and microphone
2 people
23
Set up the food and drink area
3 people
24
Set up the first aid station
2 people

Event

25
Welcome the teams
3 people
26
Explain the rules and safety
3 people
27
Give the starting signal
28
Assist the relay
4 people
29
Supervise water transport
4 people
30
Lead tug-of-war
4 people
31
Guide the agility course
4 people
32
Host team quiz
3 people
33
Guide the final game
5 people
34
Keep track of scores
2 people
35
Refill drinks
2 people
36
Serve snacks and sandwiches
3 people
37
Check play areas in between
2 people
38
Announce the winners
2 people

Aftercare

39
Collect waste
3 people
40
Clean up game materials
4 people
41
Clear tables and chairs
4 people
42
Wash dishes
3 people
43
Clean the grounds
4 people
44
Let materials dry
2 people
45
Return materials
2 people
46
Clear away leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer benchesqty 8
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Relay batonsqty 12
Traffic conesqty 30
Barrier tapeqty 4
Ropesqty 6
Tug of war rope
Bucketsqty 12
Sponge ballsqty 24
Water tubsqty 6
Ballsqty 12
Hoopsqty 12
Beanbagsqty 24
Blindfoldsqty 12
Bib numbersqty 12
Team bibsqty 80

Equipment

Stopwatchesqty 6
Whistlesqty 8
Sound system
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4

Kitchen

Pitchersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6

Decorations

Team flagsqty 12
Directional signsqty 10
Scoreboardsqty 6
Prizesqty 3

Cleaning

Broom and dustpanqty 3
Mopsqty 3
Washing-up basinsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Build the schedule around changeover time, not just playing time. Leave at least 10 minutes between events for teams to move, explain the next rules and reset equipment such as cones, ropes, hoops and buckets.
Close registration before assigning teams. Set a firm deadline at least 7 days before the competition so you can confirm participant numbers, dietary requirements, team bibs and race cards without last-minute changes.
Give every volunteer one defined station and a written shift time. For six events, assign separate people to scoring, timekeeping, equipment resets, first aid and refreshments rather than relying on one general helper.
Test the sound system, microphone, extension cords and power strips before guests arrive. Do this during setup, not when the welcome announcement is due, and keep cables away from playing areas and walkways.
Prepare a wet-weather decision in advance and check the forecast 48 hours before the event. Inspect the grounds, secure party tents and tables, and mark playing areas with barrier tape or traffic cones before teams are welcomed.

Frequently asked questions

How far in advance should I organise a six-event competition?: Start at least 6 weeks before the competition. Confirm the date and location first, then allow 2 weeks for invitations and registrations, with the final participant and dietary-requirement deadline 7 days before the event.
How much time should I allow between six competition events?: Allow at least 10 minutes between events for teams to move and equipment to be reset. Add a longer break of 30 to 45 minutes for food, drinks and any schedule delays.
When should I assign teams and volunteers?: Assign teams and participants about 7 days before the competition, once registrations are closed. Confirm volunteers no later than 5 days before the event so every station has cover, including scoring, first aid and refreshments.
What should I prepare on the morning of the competition?: Complete the grounds inspection, tent and table setup, field marking, first aid station and food-and-drink area before teams arrive. Aim to finish the physical setup at least 60 minutes before the welcome so you still have time to test the microphone and prepare the materials.

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.