How to organise an ice skating competition

Start by booking the ice rink and fixing the competition format before opening registration. Decide the distances, age or skill categories, judging method and timetable early enough to recruit jury members, timekeepers and volunteers. Once entries are processed, create starting groups and send participants clear information about arrival, bib numbers and race times. In the final week, check the route, equipment, printed forms, prizes and catering quantities together rather than leaving them to competition day.

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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
Determine distances and categories
2 people
4
Approach jury members
5
Assign timekeepers
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm participants
2 people
12
Assign starter groups
2 people
13
Create the match schedule
2 people
14
Check the starting list
2 people
15
Send participant information
16
Order prizes and medals
17
Calculate catering quantities
2 people
18
Make a shopping list
2 people
19
Check materials
2 people
20
Do the shopping
3 people
21
Sort prizes
2 people
22
Prepare race numbers
2 people
23
Print competition forms
24
Check the route and entrance
2 people
25
Bring materials to the ice rink
4 people
26
Set up the competition table
2 people
27
Set up registration desk
2 people
28
Set up audience seating
4 people
29
Set up catering tables
3 people
30
Chill drinks
2 people
31
Set up coffee station
2 people
32
Prepare snacks
4 people
33
Prepare allergen information
34
Lay out bib numbers
2 people
35
Set up judges' table
3 people
36
Test timekeeping
3 people
37
Test the PA system
2 people
38
Check track markings
3 people
39
Set out safety equipment
2 people
40
Brief volunteers
3 people
41
Hold the jury briefing
4 people

Event

42
Receive participants
4 people
43
Register attendance
3 people
44
Hand out race numbers
3 people
45
Welcome the audience
3 people
46
Give the opening speech
47
Lead the warm-up
2 people
48
Call up the start groups
2 people
49
Supervise races
6 people
50
Record times
3 people
51
Announce rounds
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Refill snacks
2 people
55
Collect tableware
2 people
56
Keep the competition floor clear
2 people
57
Announce breaks
58
Check results
3 people
59
Handle prize ceremony
4 people
60
Take group photo
2 people
61
See participants off
3 people

Aftercare

62
Catering breakdown
4 people
63
Dismantle furniture
5 people
64
Switch off equipment
2 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clean the venue
5 people
68
Collect lost and found items
2 people
69
Inventory materials
2 people
70
Return rental items
2 people
71
Publish results
72
Thank participants
73
Archive invoices and receipts

What to bring

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

Furniture

Registration tablesqty 2
Jury tablesqty 2
Catering tablesqty 4
Chairsqty 40
High tablesqty 6
Waste binsqty 6
Clothes racksqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Bowlsqty 30
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

PA system
Wireless microphonesqty 2
Laptop
Printer
Extension cordsqty 6
Power stripsqty 6
Stopwatchesqty 6
Cash register
Payment terminal
Coolersqty 4
Kettlesqty 2

Sports equipment

Bib numbersqty 120
Conesqty 30
Course markingsqty 20
Round signsqty 12
Jury formsqty 150
Clipboardsqty 12
Pencilsqty 30
Medalsqty 36
Jarsqty 12
Stopwatchesqty 6
First aid kitsqty 2
Ice picksqty 4
Spare shoelacesqty 20
Blanketsqty 12

Decorations

Start and finish bannerqty 2
Competition postersqty 8
Directional signsqty 10
Tableclothsqty 10
Name badgesqty 60
Buntingqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6
Spare batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 6
Cooler thermometersqty 4
Serving spoonsqty 8

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Book the ice rink before publishing the registration form, then allow enough time to confirm the format, distances and categories. Changing these after registrations open creates avoidable reshuffling.
Recruit jury members, timekeepers and volunteers at least three weeks before the competition. Assign each person a specific role and make sure timekeepers have working stopwatches and access to the schedule.
Close registrations early enough to check entries, dietary requirements and participant details. Send confirmed starting groups, race times, entrance instructions and bib-number information several days before the event.
Prepare the paperwork before bringing anything to the rink: print competition forms, check the starting list and sort prizes and medals by category. Keep a laptop, printer, extension cords and power strips together for last-minute changes.
Calculate food and drink after the final participant count, not from the first estimate. Set up separate registration, jury and catering tables, and check that cups, plates, serving equipment, coolers and waste bins are ready before doors open.

Frequently asked questions

How far in advance should I book an ice rink for a competition?: Book the venue as soon as you have a likely date and expected field size, ideally several months ahead. You need the confirmed ice time before setting the schedule or opening registration.
When should registration close for an ice skating competition?: Close registration at least 7 days before the competition so you can verify entries, collect dietary requirements and create starting groups. Send the final participant information after the list has been checked.
How many volunteers are needed for an ice skating competition?: Plan for at least one person at registration, one starter, dedicated timekeepers, jury members and separate help for catering and rink logistics. Add a backup volunteer for every role that affects the schedule.
What should I prepare the day before an ice skating competition?: Check the route and entrance, charge or test the PA system and microphones, print forms, prepare bib numbers, sort prizes and pack the materials for the rink. Complete the shopping and catering preparation by the day before whenever possible.

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.