How to organise an ice skating competition

Start by securing the competition venue and deciding how the event will run: race distances, competition format and rules determine everything that follows. Then build the schedule, open registration and assign the people responsible for judging, timekeeping and starting groups. In the final week, confirm every participant, prepare bib numbers and match forms, and send practical information about parking and timings. On the day, keep the jury, volunteers and competitors working from the same schedule.

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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 competition venue
2
Set competition format
2 people
3
Set race distances
2 people
4
Draw up competition rules
2 people
5
Assign judges
6
Assign timekeepers
7
Create the match schedule
2 people
8
Send invitations
2 people
9
Open registration form
10
Approach sponsors
2 people
11
Order prizes
12
Process registrations
2 people
13
Collect dietary requirements
14
Assign starter groups
2 people
15
Confirm participants
2 people
16
Schedule volunteers
2 people
17
Send parking information
18
Send competition information
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Check prizes and medals
2 people
22
Sort bib numbers
2 people
23
Print participant lists
24
Print match forms
25
Prepare jury briefing
26
Collect materials
3 people
27
Fill coolers
2 people
28
Set out game materials
3 people
29
Set up the reception desk
2 people
30
Set up tables and chairs
3 people
31
Set up judges' table
2 people
32
Set up catering point
2 people
33
Hang decorations
2 people
34
Place route signs
2 people
35
Lay out bib numbers
2 people
36
Test timekeeping
3 people
37
Test the PA system
2 people
38
Give the jury briefing
39
Brief volunteers
2 people

Event

40
Receive participants
3 people
41
Hand out race numbers
2 people
42
Check registrations
2 people
43
Lead the warm-up
2 people
44
Give the opening speech
45
Call up the start groups
2 people
46
Guide competition rounds
4 people
47
Record lap times
3 people
48
Process competition results
2 people
49
Inform the audience
50
Refill drinks
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Keep catering tables clean
54
Remove waste regularly
55
Prepare awards ceremony
2 people
56
Handle prize ceremony
3 people
57
See participants off
2 people

Aftercare

58
Gather competition materials
3 people
59
Clear tables and chairs
3 people
60
Wash dishes
2 people
61
Clean up catering
2 people
62
Clean the venue
3 people
63
Dispose of waste separately
2 people
64
Publish results
65
Thank participants
66
Store leftover stock
2 people
67
Clean and dry materials
2 people
68
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Judges' table
Coat racksqty 2
Waste binsqty 6

Equipment

Stopwatchesqty 6
Megaphone
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Sports equipment

Conesqty 20
Marker discsqty 20
Starter pistol
Start flagsqty 4
Round signsqty 4
Bib numbersqty 80
Safety vestsqty 12
Spare shoelacesqty 20
Ice skate guardsqty 20
Game clocksqty 2

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Thermos flasksqty 6
Pitcherqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Small bowlsqty 12
Thermometerqty 2

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Trophiesqty 12
Medalsqty 40
Stage blocksqty 3

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Cleaning

Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the competition format before opening registration. Include the race distances, number of starter groups and progression rules so participants know what they are entering.
Create the match schedule only after registrations are processed. Leave time between races for changing groups, recording results and handling a delayed start.
Assign judges, timekeepers and starters in advance, then prepare a short jury briefing. Provide stopwatches, game clocks, a megaphone or microphone, and printed match forms at the judges' table.
Confirm participants before printing lists and sorting bib numbers. Check dietary requirements at the same time, since late changes can affect starter groups and catering quantities.
Check the venue setup and equipment at least one day before the competition. Test speakers, extension cords and power strips, and put safety vests, cones, marker discs, start flags and spare shoelaces where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I book an ice skating competition venue?: Book the venue as soon as you have an estimated date and competition format, preferably several months ahead. You need enough lead time to confirm ice availability, access times, changing facilities and space for the judges' table.
When should registration close for an ice skating competition?: Close registration at least 7 to 10 days before the event. That gives you time to process entries, confirm participants, assign starter groups, create the match schedule and print participant lists and bib numbers.
How many volunteers are needed for an ice skating competition?: Plan separate people for judging, timekeeping, starting groups and participant support, rather than giving one person several jobs. Confirm the volunteer schedule at least one week beforehand and add a backup for each critical role.
What should I prepare the day before an ice skating competition?: Prepare bib numbers, match forms, jury instructions, prizes and medals, then check the full equipment setup at least one day before. Test the microphone, speakers and timing equipment and confirm the final schedule with judges and volunteers.

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