How to organise an archery competition

Start by fixing the match date, reserving a suitable venue and choosing the competition format. Then turn the format into clear rules, a safety plan and a registration process that gives you reliable participant numbers. Equipment, referees and volunteers need to be confirmed before you publish the schedule. On match day, keep registration, shooting lanes, scoring and announcements separate so small delays do not affect every round.

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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 the match date
2 people
2
Reserve venue
2 people
3
Define the competition format
2 people
4
Draw up competition rules
2 people
5
Prepare safety plan
2 people
6
Set the budget
2 people
7
Send invitations
2 people
8
Open the registration form
9
Keep track of the participant list
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Assign referees
2 people
13
Record emergency contact
14
Check material stock
2 people
15
Rent missing equipment
2 people
16
Order prizes and medals
17
Create the match schedule
2 people
18
Create start lists
19
Prepare scorecards
2 people
20
Confirm participants
21
Check the weather forecast
22
Check the shopping list
2 people
23
Do the shopping
2 people
24
Collect materials
3 people
25
Copy score sheets
26
Checking prizes
27
Chill drinks
2 people

Event

28
Open venue
2 people
29
Mark off the competition area
4 people
30
Set up shooting lanes
4 people
31
Place goal targets
4 people
32
Attach the target faces
3 people
33
Install safety nets
4 people
34
Carry out materials check
3 people
35
Set up the registration desk
2 people
36
Build the catering buffet
3 people
37
Prepare coffee and tea
2 people
38
Receive participants
3 people
39
Hand out race numbers
2 people
40
Give safety instructions
3 people
41
Supervise test shots
4 people
42
Guide the first competition round
6 people
43
Check scores
3 people
44
Refill drinks
2 people
45
Serve snacks
2 people
46
Lead the second round of the competition
6 people
47
Replace the target faces
3 people
48
Enter scores
2 people
49
Restock break buffet
2 people
50
Announce finalists
2 people
51
Check the final lanes
4 people
52
Assist with the finals
6 people
53
Check final scores
3 people
54
Prepare awards ceremony
2 people
55
Handle prize ceremony
3 people
56
Take group photo
2 people
57
See participants off
3 people

Aftercare

58
Dismantle competition equipment
4 people
59
Clear away the target covers
4 people
60
Leave the site clean
4 people
61
Wash dishes
2 people
62
Collect waste
2 people
63
Empty coolers
2 people
64
Lock up the venue
2 people
65
Return rental equipment
2 people
66
Store your own equipment
2 people
67
Publish results
68
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
Registration desk
Waste binsqty 6

Sports equipment

Recurve bowsqty 24
Spare bowsqty 4
Arrowsqty 120
Spare arrowsqty 24
Goal suitsqty 8
Target facesqty 32
Target pinsqty 64
Bow standsqty 24
Arrow quiversqty 24
Arm guardsqty 24
Finger protectorsqty 24
Spit turnersqty 8
Arch tensionersqty 4
Arrow quiver labelsqty 30
Measuring tapesqty 4
Barrier tapeqty 6
Conesqty 24
Safety netsqty 4
Arrow binsqty 4

Equipment

Megaphonesqty 2
Walkie-talkiesqty 6
Extension cordsqty 4
Power stripsqty 4
Laptopsqty 2
Printers
Power banksqty 6

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Serving jugsqty 4
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6

Decorations

Competition postersqty 6
Direction signsqty 12
Start number signsqty 30
Stage blocksqty 3
Medalsqty 12
Cupsqty 3

Lighting

LED lampsqty 6
Battery lanternsqty 6

Cleaning

Broomqty 2
Litter pickersqty 2
Bucketsqty 3
Mopqty 2
Hand brush and dustpanqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the format and rules before opening registration. State the number of rounds, shooting distances, scoring method, tie-break procedure and whether competitors use recurve bows or another permitted setup.
Build the safety plan around the actual range. Mark boundaries with cones and barrier tape, place safety nets behind the targets, and assign referees who can stop shooting immediately when the range is not clear.
Check equipment by participant count, not by appearance. Count bows, spare bows, arrows, spare arrows, arm guards and finger protectors, then arrange rentals before the final week if anything is missing.
Prepare the running order as soon as registration closes. Create start lists, scorecards and copied score sheets, and leave enough time between groups for scoring, arrow collection and equipment changes.
Give volunteers defined posts and communication tools. Use walkie-talkies or a megaphone for range calls, keep registration at a separate desk, and record an emergency contact for every participant before they shoot.

Frequently asked questions

How far in advance should I organise an archery competition?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Open registration once the format, rules, safety plan and equipment needs are clear, then confirm the final participant list about 7 days before the match.
How many referees and volunteers do I need for an archery competition?: Plan at least 1 lead referee, 1 referee for every active shooting group, and 1 registration or scoring volunteer. Add one range-safety volunteer when several targets are in use or spectators are close to the shooting area.
What equipment should I check before an archery competition?: Count one suitable bow and a usable set of arrows per registered competitor, plus spare bows and spare arrows for equipment failures. Also check target faces, target pins, bow stands, quivers, arm guards, finger protectors, safety nets and arrow bins 2 to 3 days before the event.
When should I create the archery competition schedule?: Create a draft schedule when registration closes and the participant list is stable, usually 5 to 7 days before the match. Publish start lists only after the equipment, referees and shooting lanes have been checked.

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