How to organise an archery tag event

An archery tag event works best when the field, equipment and teams are ready before participants arrive. Start by confirming numbers, booking a suitable venue and reserving enough bows, foam arrows and protective masks. Then organise registrations, dietary information and team assignments while you still have time to adjust them. On the day, allow time to inspect the equipment, mark the playing area, secure obstacles and explain the rules before the first match.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Reserve venue
6
Reserve archery equipment
7
Confirm catering arrangements
8
Prepare team assignments
9
Send program to attendees
10
Check the weather forecast
11
Confirm the number of participants
12
Finalize team assignments
13
Do the shopping
2 people
14
Pick up rental items
2 people
15
Store catering chilled
2 people
16
Check materials
2 people
17
Communicate route and parking

Event

18
Check the venue for safety
2 people
19
Cordon off the area
3 people
20
Build party tents
4 people
21
Set up tables and chairs
3 people
22
Set out the game fields
4 people
23
Set up obstacles
4 people
24
Prepare archery equipment
3 people
25
Hang scoreboards
2 people
26
Chill drinks
2 people
27
Set out snacks and lunch
3 people
28
Set up the reception table
2 people
29
Register attendance
2 people
30
Welcome participants
31
Give safety instructions
2 people
32
Explain the teams and rules
2 people
33
Distribute protective gear
3 people
34
Guide the practice round
3 people
35
Guide competition rounds
4 people
36
Collect arrows
3 people
37
Refill drinks
2 people
38
Serve snacks
2 people
39
Set up the dinner buffet
3 people
40
Serve dinner
3 people
41
Guide the final round
4 people
42
Process final standings
43
Announce the winners
44
See participants off
2 people

Aftercare

45
Collect archery equipment
3 people
46
Dismantle the play area
4 people
47
Take down tents and furniture
4 people
48
Wash dishes
2 people
49
Collect waste
2 people
50
Clean the grounds
3 people
51
Return materials
2 people
52
Clean coolers
53
Clear away leftover catering
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Beer tablesqty 4
Coat racksqty 2

Sports equipment

Archery tag bowsqty 24
Foam arrowsqty 120
Face masksqty 30
Arm guardsqty 30
Team bibsqty 30
Inflatable obstaclesqty 12
Goal netsqty 2
Conesqty 30
Whistlesqty 4
Stopwatchesqty 3
Scoreboardsqty 3
Barrier tapeqty 4
Ground pegsqty 24
Rope rollsqty 4
Spare quiverqty 6

Equipment

Walkie-talkiesqty 4
Portable speaker
Power banksqty 4
Extension cordsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable drinking cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40

Kitchen

Coolersqty 4
Coffee machinesqty 2
Water jugsqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Scissorsqty 3

Cleaning

Waste binsqty 4
Hand sanitizer pumpsqty 4
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the final participant count at least 3 to 5 days before the event. Use it to finalise team sizes, catering quantities and the number of masks, arm guards and team bibs needed.
Check the weather forecast 48 hours before starting and again on the morning itself. If the event is outdoors, prepare party tents, chilled storage and a clear plan for moving people and equipment under cover.
Inspect every bow, foam arrow, face mask and arm guard before participants arrive. Keep a reserve arrow quiver ready, because lost or damaged arrows can otherwise stop a match.
Set up the playing area before food and social seating. Mark boundaries with cones and barrier tape, secure nets and inflatable obstacles with ground pins or rope, and keep a clear route to the sidelines.
Send the route, parking instructions and programme before the event, ideally 2 to 3 days in advance. On arrival, use team bibs and a short briefing so players know where to wait, when to play and what the whistle signals mean.

Frequently asked questions

How far in advance should I organise an archery tag event?: Start planning 4 to 6 weeks ahead if you need to reserve a venue and archery equipment. Send invitations once the date and location are confirmed, then close registrations about 5 days before the event.
How many archery tag players should be on one team?: Teams of 5 to 8 players are practical for most matches, depending on the field size and available equipment. Finalise the teams 2 to 3 days beforehand so you can prepare bibs, waiting areas and the match schedule.
What should I check before an outdoor archery tag event?: Check the forecast 48 hours before the event and inspect the terrain on the day. Mark the boundaries, secure obstacles and nets, remove hazards, and keep spectators outside the playing area before equipment is handed out.
When should I set up the archery tag field?: Begin field setup at least 2 hours before participants arrive. Allow time to place obstacles and nets, prepare the equipment, set up scoreboards and test whistles or walkie-talkies before the safety briefing.

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.