How to organise an anniversary gymnastics competition

Start by fixing the venue, competition format and registration deadline before inviting participants. The schedule depends on confirmed entries, available judges and the number of apparatus stations, so leave time to adjust it. In the final two weeks, check participant details, assign volunteers and prepare the paperwork, medals, catering and sound system. On the day, keep registration, judging and presentations running from separate, clearly staffed points.

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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
Send invitations
2 people
2
Open registration
3
Reserve competition venue
4
Invite the judges
2 people
5
Process registrations
2 people
6
Check participant details
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Confirm judge lineup
10
Make the competition schedule
2 people
11
Put together start groups
2 people
12
Order prizes and medals
13
Determine catering quantities
2 people
14
Choose music for the competition
15
Write the presentation script
16
Print the competition rules
17
Send participant letter
18
Print the jury forms
2 people
19
Print start lists
2 people
20
Fill out certificates
2 people
21
Do the shopping
3 people
22
Check medals and cups
2 people
23
Prepare catering
3 people
24
Sort bib numbers
2 people
25
Prepare the registration desk
2 people
26
Set out clothing and materials
2 people
27
Pick up venue keys
28
Clean competition floor
2 people
29
Check gymnastics equipment
3 people
30
Set up gymnastics equipment
5 people
31
Set up jury tables
3 people
32
Set up audience seating
4 people
33
Set up registration desk
2 people
34
Build the catering buffet
3 people
35
Chill drinks
2 people
36
Hang decorations
3 people
37
Connect the sound system
2 people
38
Test music and microphone
2 people
39
Prepare the jury forms
2 people
40
Prepare first aid supplies
41
Brief volunteers
2 people

Event

42
Receive the jury
2 people
43
Give the jury briefing
2 people
44
Receive participants
3 people
45
Hand out race numbers
2 people
46
Welcome the audience
3 people
47
Give the opening speech
48
Lead the warm-up
2 people
49
Run the competition round
6 people
50
Collect scores
2 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Announce break
54
Check the competition floor
2 people
55
Lead the second round of the competition
6 people
56
Open the buffet
3 people
57
Restock the buffet
3 people
58
Collect tableware
2 people
59
Check final standings
3 people
60
Prepare awards ceremony
3 people
61
Give the anniversary speech
62
Award medals and prizes
4 people
63
Take group photo
3 people
64
Farewell for participants
2 people

Aftercare

65
Take down the gym equipment
5 people
66
Put furniture back
4 people
67
Wash dishes
3 people
68
Collect waste
3 people
69
Clean the venue
4 people
70
Disconnect the sound system
2 people
71
Remove decorations
3 people
72
Collect lost and found items
2 people
73
Return keys
74
Return borrowed materials
2 people
75
Publish results
76
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 120
Jury tablesqty 6
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Drinking glassesqty 150
Coffee cupsqty 80
Mugsqty 40
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 16

Equipment

Sound system
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopqty 2
Printer
Power banksqty 4
Coolersqty 4

Sports equipment

Gym matsqty 12
Crash matsqty 6
Springboardsqty 2
Barsqty 2
Bridgesqty 2
Balance beamsqty 2
Ringsqty 2
Pegasus horsesqty 2
Conesqty 20
Bib numbersqty 100
Jury table numbersqty 6
Scoreboardsqty 6
Whistlesqty 4
Stopwatchesqty 4
First aid kit

Decorations

Anniversary bannerqty 2
Buntingqty 8
Balloon archesqty 2
Balloonsqty 150
Tableclothsqty 10
Anniversary numbers
Flower arrangementsqty 4
Photo backdrop

Lighting

LED light stringsqty 6
LED spotlightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Pitchersqty 8
Cooler cratesqty 4
Drink dispensersqty 4
Coffee filtersqty 100
Medal pouchesqty 100
Groceries

Tips

Reserve the competition venue before opening registration, then confirm that it can accommodate jury tables, start groups, spectators, equipment and a registration desk. Check power access for the sound system, printer and laptop at least one week ahead.
Set a registration closing date at least 10–14 days before the competition. Use the remaining time to check names and details, collect dietary requirements, build start groups and send the participant letter.
Confirm the judges and volunteers before publishing the final schedule. Plan one volunteer for registration, one for equipment or floor support and enough help to reset apparatus between groups without delaying the programme.
Prepare the schedule only after registrations are processed. Print the start lists, jury forms and competition rules in separate labelled sets, and keep spare copies at the registration desk and each jury table.
Check medals, cups and certificates no later than 7 days before the event. Prepare the presentation script, music and microphone setup in advance, then test speakers, extension cords and power strips before participants arrive.

Frequently asked questions

How far in advance should I organise an anniversary gymnastics competition?: Start venue and judge planning at least 8–12 weeks before the competition. Open registration once the format, date and venue are confirmed, and close it 10–14 days before the event so you can build the schedule.
When should registration close for a gymnastics competition?: Close registration 10–14 days before competition day. That gives you time to check participant details, group competitors, confirm catering quantities and print accurate start lists and jury forms.
How many volunteers do I need for a gymnastics competition?: Plan at least 3 core volunteers for registration, floor or equipment support, and presentations, then add one helper for each busy station or large start group. Confirm the final allocation at least 7 days beforehand.
When should I prepare medals and certificates?: Check medals and cups 7 days before the competition and fill out certificates during the final week. Keep a small number of blank certificates available for spelling corrections or late 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.