How to organise a six-event competition

A six-event competition runs smoothly when you settle the structure before you buy equipment or invite people. Start by confirming the date, venue and final six games, then estimate attendance and build teams from the registrations. After that, lock down the rules, scoring and event-day schedule so volunteers know exactly where to be. Allow extra time for weather checks, food preparation, equipment shortages and late dietary information—these are common causes of delays.

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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
Choose the final game components
3 people
3
Estimate attendee numbers
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assemble teams
2 people
8
Send out team assignments
9
Check the weather forecast
10
Confirm reservations
11
Write out the game rules
2 people
12
Prepare score sheets
13
Create run sheet and floor plan
2 people
14
Assign volunteers
2 people
15
Arrange first aid contact
16
Check the shopping list
2 people
17
Inventory the game materials
2 people
18
Reserve materials
19
Order prizes and medals
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Set out non-perishable groceries
2 people
23
Sort fruit and snacks
2 people
24
Prepare snacks
3 people
25
Prepare sandwiches
3 people
26
Prepare coffee and tea
2 people
27
Inspect the site
3 people
28
Cordon off the area
3 people
29
Set up tables and chairs
4 people
30
Build party tents
6 people
31
Set up the competition stations
4 people
32
Prepare game materials by mail
6 people
33
Mark the start and finish lines
2 people
34
Set up the scoring table
2 people
35
Set up the catering table
3 people
36
Place waste stations
2 people
37
Test sound system
2 people
38
Brief volunteers
3 people

Event

39
Receive participants
4 people
40
Register teams
3 people
41
Give the introduction briefing
2 people
42
Lead game round one
8 people
43
Lead round two of the game
8 people
44
Guide the third round
8 people
45
Process scores after each round
2 people
46
Refill drinks
3 people
47
Restock snacks and fruit
2 people
48
Serve snacks
3 people
49
Serve sandwiches
4 people
50
Run game round four
8 people
51
Guide game round five
8 people
52
Guide game round six
8 people
53
Announce interim standings
54
Check final scores
3 people
55
Announce the winners
2 people
56
Present prizes
2 people
57
See participants off
4 people

Aftercare

58
Collect waste
4 people
59
Clean up catering
3 people
60
Collect game materials
6 people
61
Clear tables and chairs
4 people
62
Take down party tents
6 people
63
Clean the grounds
5 people
64
Wash dishes
3 people
65
Store leftovers refrigerated
2 people
66
Switch off equipment
2 people
67
Check materials
2 people
68
Return borrowed materials
2 people
69
Dispose of waste
2 people
70
Distribute leftover food
2 people
71
Return venue keys

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Beer tablesqty 6
Stoolsqty 12
Dressing room tablesqty 2

Sports equipment

Conesqty 40
Marking tapeqty 4
Team bibsqty 60
Stopwatchesqty 8
Whistlesqty 8
Scoreboardsqty 6
Scorecardsqty 80
Pensqty 20
Bucketsqty 12
Spongesqty 30
Water tubsqty 6
Ropesqty 8
Skipping ropesqty 12
Ballsqty 20
Relay batonsqty 12
Hoopsqty 12
Sandbagsqty 12
Blindfoldsqty 12
Plastic cups for gamesqty 100
Crawl tunnelsqty 2
Obstacle blocksqty 12
Pull cord
Rubber matsqty 8
Measuring tapesqty 3
Basketball hoopsqty 2
Plastic conesqty 20
Bean bagsqty 20
Glue boxesqty 2
Tug of war rope
Starter pistol
Spare batteriesqty 2

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Speaker standsqty 2

Tableware

Reusable drinking cupsqty 100
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Bread knivesqty 2
Serving spoonsqty 8
Thermos flasksqty 4
Corkscrewsqty 2
Ice packsqty 24

Decorations

Team flagsqty 6
Welcome sign
Directional signsqty 12
Prize trophiesqty 3
Medalsqty 20

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Buckets for cleaningqty 3
Mopsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Finalise the six games before sending invitations. Each game affects the equipment list, playing area, timings and number of volunteers, so changing one after registration can create avoidable work.
Set a registration deadline at least 7 days before the competition. Use the final numbers to assemble balanced teams, collect dietary requirements and send team assignments before event day.
Write one short rulesheet per game and prepare scorecards before setup starts. Include scoring, time limits, tie-break rules and who records the result; otherwise small disputes can stop the schedule.
Create a run sheet with setup, six event blocks, breaks and pack-down. Give volunteers named jobs and keep spare pens, stopwatches, whistles and scorecards at the scoring table.
Check the equipment inventory 2–3 days beforehand, not on the morning itself. Count items such as cones, bibs, balls, ropes, buckets, mats and measuring tapes, then reserve or replace anything missing and chill drinks the day before.

Frequently asked questions

How far in advance should I organise a six-event competition?: Start 4–6 weeks before the date if people need to register and equipment must be reserved. Finalise teams, dietary information, rules and volunteer roles at least 7 days beforehand.
How many volunteers do I need for six competition events?: Plan for at least one person responsible for each active game, plus one coordinator handling scores, timings and problems. For six simultaneous games, that usually means 7 volunteers; add more if games need separate referees or setup teams.
When should I send team assignments?: Send team assignments 3–5 days before the competition, after registrations close. This gives participants time to spot mistakes and lets you correct team sizes before the schedule is printed.
How much food and drink should I prepare for the competition?: Use the confirmed attendee count rather than invitation numbers, and add about 10% for unexpected extras. For drinks, plan roughly 2–3 servings per person during the first hour, then refill based on weather and activity levels.

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.