How to organise an archery competition

Start by fixing the competition format, venue and safety requirements before inviting anyone. Then build the event around a clear registration process, written rules, checked equipment and enough volunteers to keep shooting and scoring on schedule. Range setup needs particular care: mark the firing direction, shooting lines and safety zone before placing targets. Leave time for weather checks, equipment faults, late arrivals and scorecard handling rather than planning only for the shooting itself.

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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
Set competition format
2 people
2
Reserve venue
3
Check permits
4
Check insurance
5
Prepare safety plan
2 people
6
Write out the competition rules
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Print participant list
12
Prepare scorecards
2 people
13
Collect prizes and medals
14
Inspect archery equipment
2 people
15
Sort arrows
2 people
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Check the weather forecast
20
Inspect the grounds
2 people
21
Mark the firing direction
2 people
22
Mark off the safety zone
3 people
23
Place goal targets
4 people
24
Set up shooting lines
3 people
25
Set up tables and chairs
3 people
26
Set up registration desk
2 people
27
Set up catering
3 people
28
Prepare the safety briefing
2 people

Event

29
Register participants
2 people
30
Explain the starting rules
2 people
31
Give safety instructions
2 people
32
Guide the tasting round
4 people
33
Run the competition round
5 people
34
Check scores
2 people
35
Refill drinks
2 people
36
Serve snacks
2 people
37
Collect arrows
4 people
38
Guide the final round
5 people
39
Set final scores
2 people
40
Honor the winners
3 people
41
See participants off
2 people

Aftercare

42
Pack archery equipment
4 people
43
Remove target covers and barriers
4 people
44
Dismantle furniture
3 people
45
Collect waste
3 people
46
Wash dishes
2 people
47
Clean the grounds
3 people
48
Return materials
2 people
49
Store leftover food
50
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Registration desk
Waste binsqty 4

Sports equipment

Archery bowsqty 12
Spare bowsqty 2
Competition arrowsqty 72
Spare arrowsqty 24
Goal suitsqty 6
Target facesqty 12
Target cover standsqty 6
Arrow quiversqty 12
Armguardsqty 12
Finger protectorsqty 12
Quiver bagsqty 4
Measuring tapesqty 3
Spare tendonqty 6
Bow maintenance setqty 2
Bollardsqty 30
Barrier tapeqty 6
Shooting line markingqty 4
Arrow search flagsqty 6
Start and stop signalsqty 2

Equipment

Megaphone
Mobile phoneqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 60
Coffee cupsqty 30
Platesqty 50
Cutlery setsqty 50

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 4
Serving plattersqty 8
Serving spoonsqty 8
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 12

Cleaning

First aid kit
Hand sanitizerqty 4
Cleaning bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the format before opening registration. Write down the number of rounds, shooting distances, scoring method, tie-break procedure and estimated time per group so participants know what they are entering.
Complete venue, permit and insurance checks several weeks before the competition. A safety plan should identify the firing direction, restricted areas, emergency contacts and who can stop shooting.
Inspect every bow, arrow and protective item before event day, then separate spare equipment so a broken bow, damaged arrow or loose tendon does not halt a round. Do a second visual check before the first signal.
Give volunteers defined posts: registration, range safety, scoring, equipment support and refreshments. Print the participant list and prepare scorecards before arrivals, with one person responsible for collecting and checking completed cards.
Set up the range in a fixed order: inspect the grounds, mark the safety zone and shooting lines, place targets, then add barriers and signs. Allow at least 60 minutes for setup and keep drinks and snacks away from the shooting area.

Frequently asked questions

How far in advance should I organise an archery competition?: Start venue, permit and insurance checks at least 6 to 8 weeks ahead. Send invitations once the format, date, rules and capacity are fixed, and close registrations early enough to print the participant list and scorecards.
How much time should I allow for setting up an archery range?: Allow at least 60 minutes for a prepared venue, and longer if targets, barriers, tables and tents must be transported in. Finish the safety-zone and shooting-line checks before placing participants on the range.
How many volunteers do I need for an archery competition?: Plan for at least 1 volunteer per active shooting group, plus separate cover for registration and scoring. For a small event with 20 to 30 participants, 4 to 6 volunteers gives you enough flexibility for breaks and equipment problems.
What should I check before archery competition day?: Check the weather forecast, grounds, permits, insurance, bows, arrows and protective equipment 24 hours before the event. On the day, repeat the range inspection and test the start and stop signals before registration opens.

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.