How to organise a tent setup competition

A tent setup competition works best when the rules, teams and equipment are settled before anyone reaches the starting line. Start by defining exactly what counts as a finished tent, then assign teams, label each tent set and prepare a clear competition field. On the day, keep registration, judging and timekeeping separate so the start runs on schedule. This guide focuses on the details that are often forgotten, including ground conditions, weather, charged equipment and the order of setup.

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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
Write out the competition rules
2
Reserve the competition area
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm participants
7
Create teams and starting order
8
Check tent sets
2 people
9
Label tent sets by team
2 people
10
Do the shopping
2 people
11
Print match cards
12
Print participant list
13
Check prizes and medals
14
Charge timers and megaphone
15
Set out materials by zone
3 people
16
Check the weather forecast
17
Check the site and ground surface
2 people
18
Mark out the competition field
3 people
19
Build party tents
4 people
20
Set up tables and chairs
4 people
21
Set up registration desk
2 people
22
Place tent sets at starting positions
4 people
23
Chill drinks
2 people
24
Set Up Buffet and Snacks
3 people
25
Set up judges' table
2 people

Event

26
Register participants
3 people
27
Explain team assignments
28
Give safety instructions
29
Demonstrate tent setup
2 people
30
Start the first competition round
3 people
31
Record setup times
3 people
32
Check tent safety
3 people
33
Serve drinks and snacks
3 people
34
Refill drinks
2 people
35
Announce the final round
36
Guide the final round
3 people
37
Check final times
3 people
38
Serve the meal
4 people
39
Announce the winners
2 people
40
Present prizes
2 people
41
Have tents taken down
4 people

Aftercare

42
Collect waste
3 people
43
Clear tables and chairs
4 people
44
Pack tent materials dry
4 people
45
Wash the dishes and kitchenware
3 people
46
Clean the grounds
3 people
47
Count and store materials
2 people
48
Let tents and tarps dry
2 people
49
Clean equipment
2 people
50
Return borrowed equipment
2 people
51
Send results to participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
Buffet tablesqty 3

Sports equipment

Two-person tentsqty 12
Ground tarpsqty 12
Herring bagsqty 12
Rubber malletsqty 12
Work glovesqty 24
Measuring tapesqty 3
Barrier tapeqty 4
Conesqty 24
Stopwatchesqty 4

Equipment

Megaphone
Power banksqty 4
Extension cordsqty 2
Power stripsqty 2
Clipboardsqty 4
Pensqty 24
Waterproof scorecardsqty 20
Prize certificatesqty 3

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Decorations

Start flagsqty 10
Finish flag
Direction arrowsqty 12
Team labelsqty 12
Medalsqty 12

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8
Pitchersqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Coffee machinesqty 2

Cleaning

Washing-up basinsqty 3
Dish brushesqty 3
Dustpans and brushesqty 2
Water jerry cansqty 4

Safety

First aid kit
Flashlightsqty 4

Catering

Groceries

Tips

Write the rules before sending invitations. State the team size, time limit, allowed help, safety requirements and what judges will check, such as correct use of the ground tarp, herring bags and tent structure.
Close registrations early enough to create teams and a starting order. Confirm participants and dietary requirements at least 3 days before the event, then print the participant list and match cards.
Check every tent set before the competition, not just the tents. Count poles, tarps, herring bags and mallets, label each set by team and place it at the correct starting position.
Inspect the field on the day before setup. Mark the competition area with cones and barrier tape, check whether the ground is suitable for pegs, and prepare party tents, tables and chairs away from the active lanes.
Prepare the timing and judging points separately. Charge the stopwatches, megaphone and power banks, put the judges’ table at the finish area, and keep prizes and medals ready before the first team starts.

Frequently asked questions

How far in advance should I organise a tent setup competition?: Begin planning at least 3 weeks in advance. Set the rules and reserve the competition area first, then allow 7 days for registrations, team formation and equipment checks.
How many people should be on each tent setup team?: Use teams of 2 people when competing with two-person tents, unless your rules specify otherwise. Keep the same team size throughout the event so the results remain comparable.
When should I check the tents and equipment?: Check every tent set 2 to 3 days before the competition, then do a final count on the morning itself. Keep a spare set of common small parts nearby if possible, because missing pegs or poles can stop a team before the timer starts.
How much time should I allow for setting up the competition area?: Allow at least 2 hours for the event-day setup, including field marking, tables, registration, judges’ equipment and tent placement. Add extra time if party tents, buffet tables or lighting also need to be assembled.

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