How to organise a tracking dog competition

A tracking dog competition runs smoothly when the rules, search areas and dog details are settled before registrations open. Start with the venue, competition format and judging structure, then build the timetable around the number of dogs and search elements. The work that often causes delays comes later: assigning starter groups, briefing volunteers, preparing marked areas and checking weather-dependent equipment. Use this plan to keep registration, competition day and participant communication in the right order.

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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
Reserve competition venue
2
Set the match rules
2 people
3
Set the jury and competition management
2 people
4
Check insurance and permits
5
Define competition elements
3 people
6
Mark search areas
3 people
7
Publish registration form
8
Send invitations
2 people
9
Approach sponsors
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Check dog details
2 people
13
Assign starter groups
2 people
14
Publish start times
15
Send participant information
16
Recruit volunteers
2 people
17
Assign volunteers
2 people
18
Write volunteer briefing
19
Order prizes and rosettes
20
Have printed materials made
21
Order catering
2 people
22
Do the shopping
2 people
23
Check the weather forecast
24
Send participant reminder
25
Gather competition materials
3 people
26
Print number lists and score sheets
2 people
27
Fill coolers
2 people
28
Inspect the grounds
3 people
29
Set up the scavenger hunt course
4 people
30
Place search items
3 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Set up the registration table
2 people
34
Set up judges' table
2 people
35
Set up signage
2 people
36
Mark off the dog rest area
2 people
37
Set up dog water stations
2 people
38
Test audio and microphone
2 people
39
Set up catering
3 people
40
Give the jury briefing
4 people
41
Give volunteer briefing
3 people

Event

42
Open the registration desk
3 people
43
Receive participants
3 people
44
Hand out race numbers
2 people
45
Explain dog safety
46
Give the opening briefing
2 people
47
Send start groups to the course
3 people
48
Guide scavenger hunt challenges
6 people
49
Record times and results
3 people
50
Check the course midway
2 people
51
Refill dog water
2 people
52
Serve coffee and tea
2 people
53
Refill drinks
2 people
54
Serve snacks and sandwiches
3 people
55
Empty trash bins
2 people
56
Check score calculation
2 people
57
Announce finalists
58
Lead the final
4 people
59
Check the final results
3 people
60
Handle prize ceremony
3 people
61
Give a thank-you speech
62
See participants off
3 people

Aftercare

63
Gather competition materials
4 people
64
Dismantle the course
4 people
65
Take down party tents
4 people
66
Clear tables and chairs
4 people
67
Wash dishes
2 people
68
Empty and clean coolers
2 people
69
Collect waste
3 people
70
Clean the grounds
4 people
71
Return materials
2 people
72
Archive score sheets
73
Send results to participants
74
Share photos with participants
75
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Foldable tablesqty 4
Waste binsqty 8

Sports equipment

Crowd control barriersqty 30
Conesqty 40
Barrier tapeqty 8
Bib numbersqty 80
Search objectsqty 30
Dummy scentsqty 12
Scavenger hunt bagsqty 20
Measuring tapesqty 4
Stopwatchesqty 8
Dog water bowlsqty 12
Dog crateqty 4
Spotlightqty 2
Training linesqty 12
Dog waste bag dispensersqty 6
Dog waste bag rollsqty 60

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Scissorsqty 6
Serving utensilsqty 12

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 5
Power stripsqty 4
Portable speaker
Wireless microphone
Megaphone
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 3
Ice packsqty 24
Water jugsqty 8
Storage boxesqty 12
Aluminum foilqty 3
Cling filmqty 3

Decorations

Competition flagsqty 12
Bannersqty 6
Tableclothsqty 10
Directional signsqty 14
Chalkboardsqty 4
Name badgesqty 40

Catering

Groceries

Tips

Set the competition format and rules before publishing the registration form. Decide the competition elements, judging method and search-area requirements first, so participants know what they are entering and volunteers can work from one consistent briefing.
Confirm the venue, insurance and permits before sending invitations. Check access for cars and dog crates, space for party tents and tables, waste-bin placement, crowd-control barriers and a safe route between search areas.
Close the registration process early enough to check every dog’s details and dietary requirement. Allow at least one week before the event to assign starter groups, publish start times and send participant information without last-minute changes.
Mark and test each search area before competition day. Measure distances, place cones and barrier tape, prepare search objects and dummy scents, and make sure judges can use stopwatches and record results without blocking handlers.
Prepare a weather fallback and a volunteer briefing at least 24 hours before the start. Check tents, lighting, water bowls, waste-bag dispensers, coolers and catering, then give each volunteer a named position and reporting time.

Frequently asked questions

How far in advance should I organise a tracking dog competition?: Start venue, rules, judging and permit checks at least 8 to 12 weeks before the competition. Open registration only after the format and search areas can be described clearly.
When should registration close for a tracking dog competition?: Close registration at least 7 days before the event. This leaves time to check dog details, process dietary requirements, assign starter groups and publish start times.
How many volunteers do I need for a tracking dog competition?: Plan at least 1 volunteer for registration and participant support, 1 per active search area, and 1 person for equipment and course coordination. Add cover for breaks when the competition lasts longer than 4 hours.
What should I check the day before a tracking dog competition?: Check the weather forecast, venue access, marked search areas, competition materials, dog water, waste bags, tents, lighting and catering 24 hours beforehand. Send the participant reminder after these checks, with arrival and start times.

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.