How to organise an archery competition

An archery competition runs smoothly when safety, timing and scoring are settled before participants arrive. Start by booking a suitable shooting location, choosing the competition format and writing rules that cover distances, rounds, equipment and tie-breaks. Then build the registration process, assign bib numbers and schedule enough volunteers for check-in, judging and range control. On the day, inspect every bow, arrow and target, mark the range clearly and keep a weather backup plan ready.

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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 the shooting location
2
Set the competition format
2 people
3
Draw up competition rules
2 people
4
Arrange contest jury
5
Recruit volunteers
2 people
6
Send invitations
2 people
7
Open the registration form
8
Register participants
2 people
9
Collect dietary requirements
10
Send participant confirmations
11
Create bib number list
2 people
12
Create the shooting range layout
2 people
13
Order prizes
14
Check the shopping list
2 people
15
Order catering
16
Check competition materials
2 people
17
Inspect bows
2 people
18
Check the arrows
2 people
19
Inspect the targets
2 people
20
Set out the prize money and trophies
21
Print competition cards
22
Print signage
23
Create volunteer schedule
24
Check the weather forecast
25
Do the shopping
3 people
26
Fill coolers
2 people
27
Prepare catering
3 people
28
Open venue
2 people
29
Inspect the shooting range
3 people
30
Mark out the safety zone
4 people
31
Set up goals
4 people
32
Mark shooting lines
3 people
33
Set up the waiting area
2 people
34
Set up tables
3 people
35
Set up chairs
3 people
36
Set up the registration table
2 people
37
Set up the catering buffet
3 people
38
Hang signs
2 people
39
Test sound
2 people
40
Set up the jury table
2 people

Event

41
Receive participants
4 people
42
Hand out race numbers
2 people
43
Carry out materials check
3 people
44
Give the safety briefing
2 people
45
Give the opening speech
46
Guide the tasting round
4 people
47
Guide the first competition round
5 people
48
Check scores
3 people
49
Collect arrows
4 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Refill snacks
2 people
53
Lead the second round of the competition
5 people
54
Publish interim results
2 people
55
Serve dinner
4 people
56
Announce finalists
57
Guide the final round
5 people
58
Process final scores
3 people
59
Honor the winners
2 people
60
Take group photo
2 people
61
Collect lost property
2 people
62
See participants off
3 people

Aftercare

63
Dismantle competition equipment
5 people
64
Clear away goals and nets
4 people
65
Clear tables and chairs
4 people
66
Collect waste
3 people
67
Wash dishes
3 people
68
Clean the venue
4 people
69
Inspect the shooting range
3 people
70
Count inventory
2 people
71
Return materials
3 people
72
Store leftovers
2 people
73
Publish results
74
Send thank-you message
75
Check invoices

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Bar stoolsqty 8
Tablecloth setsqty 6
Waste binsqty 8

Sports equipment

Competition bowsqty 24
Spare bowsqty 6
Competition arrowsqty 120
Spare arrowsqty 24
Target discsqty 12
Goal suitsqty 12
Goal standsqty 12
Safety netsqty 6
Arrow pullersqty 12
Bow standsqty 12
Arm guardsqty 24
Finger protectorsqty 24
Tube holdersqty 12
Arrow quiversqty 24
Arrow bagsqty 4
Measuring tapesqty 4
Bollardsqty 30
Rolls of barrier tapeqty 8
Conesqty 24
Scoreboardsqty 12
Race number vestsqty 24
Competition flagsqty 6
Stop signqty 2
Whistlesqty 6
Notice boardsqty 3
Spare tendonqty 12
Hoof washqty 6
Bow maintenance kitsqty 4
Arrow repair kitsqty 2
Hand saw
Hammerqty 2
Rubber malletsqty 2
Screwdriver setsqty 2
Wrench setsqty 2
Cable tiesqty 200
Duct tapeqty 6
Work glovesqty 8
Spirit levelsqty 2
Distance metersqty 2
Starter pistol
Score sheet foldersqty 12
Clipboardsqty 12
Spare paper rollsqty 6
Prize money envelopesqty 12
Medal holdersqty 24

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile sound system
Microphoneqty 2
Power banksqty 4
Coolersqty 6
Cable reelsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Pliersqty 6
Serving spoonsqty 8
Ice packsqty 24

Decorations

Competition bannersqty 4
Buntingqty 8
Balloon archesqty 2
Prize cupsqty 6
Medal ribbonsqty 24
Prize boxesqty 6

Lighting

LED lampsqty 8
String lightsqty 6
Flashlightsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6
Toilet brushesqty 3
First aid kitsqty 2
Safety vestsqty 12
Earplugsqty 40
Rain ponchosqty 20
Umbrellasqty 10

Catering

Groceries
Thermal serving traysqty 8
Coolersqty 4
Coffee filtersqty 100
Drink dispensersqty 4
Bread basketsqty 8
Chafing dishesqty 6
Hot platesqty 6
Serving traysqty 12
Ice cube traysqty 6

Tips

Book the shooting location before opening registration. Confirm the available shooting distance, target positions, safety-net layout and whether party tents, tables and chairs can stay on site for the full event.
Set the format and rules before sending invitations. State the number of rounds, arrows per end, scoring method, tie-break procedure, equipment limits and check-in deadline so competitors know exactly what to expect.
Plan range safety as a separate setup phase. Use bollards, barrier tape, cones, competition flags and a stop sign to define the shooting area, and brief volunteers on whistle signals and when nobody may retrieve arrows.
Allow time for equipment inspection on the morning of the competition. Check competition and spare bows, arrows, target discs, stands, arm guards and finger protectors before the first round, rather than discovering shortages during shooting.
Close the participant list early enough to print competition cards, race-number vests, signage and the volunteer schedule. Order prizes and catering only after registrations and dietary requirements are confirmed, ideally at least one week before the event.

Frequently asked questions

How far in advance should I plan an archery competition?: Start planning at least 8 to 12 weeks ahead. Book the shooting location first, then allow several weeks for registrations, volunteer recruitment, equipment checks and printing competition materials.
How many volunteers do I need for an archery competition?: Plan for at least 1 range official or judge, 1 check-in volunteer and 1 range assistant for every active shooting area. Add one extra person for larger groups, scoring support or catering so safety duties are never left unattended.
When should registration close for an archery competition?: Close registration 7 to 10 days before the event. This gives you time to confirm participants, collect dietary requirements, assign bib numbers, print scorecards and adjust the shooting range layout.
What should I check on the day of an archery competition?: Inspect the bows, spare bows, arrows, targets, stands, safety nets and protective equipment before opening check-in. Also review the weather forecast, place the stop sign and barriers, test the whistles and keep replacement arrows and bows accessible.

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.