How to organise Highland Games without losing control

Start by fixing the date and venue, then decide exactly which competitions will run and who can enter them. Highland Games become difficult when rules, judging and equipment are left until the final week. Build the site layout around safe throwing and running areas, set a match schedule, and give every activity a named leader. Plan food, power, first aid and wet-weather cover alongside the competitions, not after them.

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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
Confirm date and location
2 people
2
Define competition elements
3 people
3
Write out the competition rules
2 people
4
Create a site map
2 people
5
Make reservations
6
Check permits
7
Set up participant categories
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Assign judges
2 people
13
Assign game leaders
2 people
14
Assign first aid lead
15
Draw up the match schedule
2 people
16
Confirm participants
2 people
17
Confirm suppliers
18
Order prizes and medals
19
Check the weather forecast
20
Confirm backup weather plan
2 people
21
Do the shopping
3 people
22
Check competition materials
3 people
23
Print score sheets
24
Print participant lists
25
Label the materials
2 people
26
Chill drinks
2 people
27
Prepare snacks
4 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Build party tents
4 people
31
Set up the course
4 people
32
Mark off safety zones
3 people
33
Set up match equipment
4 people
34
Set up registration desk
2 people
35
Set up the catering buffet
4 people
36
Set up drink station
3 people
37
Hang up decorations
3 people
38
Test the lighting
2 people
39
Prepare first aid supplies
40
Hold volunteer briefing
4 people
41
Hold the jury briefing
3 people

Event

42
Register participants
3 people
43
Welcome visitors
2 people
44
Explaining the opening program
45
Lead the warm-up
2 people
46
Guide cabertoss
4 people
47
Guide the stone put
4 people
48
Facilitating the keg toss
4 people
49
Lead tug-of-war
5 people
50
Serve snacks
3 people
51
Serve drinks
3 people
52
Refill drinks
2 people
53
Empty trash bins
2 people
54
Collect score sheets
2 people
55
Guide the final events
5 people
56
Check final scores
3 people
57
Announce the winners
2 people
58
Present prizes
3 people
59
Facilitating the music and free gathering
2 people
60
Announce the final round
61
Wave goodbye to visitors
3 people

Aftercare

62
Gather competition materials
4 people
63
Clean up catering
4 people
64
Lock beverage inventory
2 people
65
Take down tables and chairs
4 people
66
Take down party tents
4 people
67
Remove decorations
3 people
68
Sort and remove waste
3 people
69
Wash dishes
3 people
70
Clean the grounds
4 people
71
Inventory supplies
2 people
72
Return borrowed equipment
2 people
73
Clean coolers and tools
2 people
74
Store leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Dressing room tablesqty 2

Sports equipment

Cabersqty 3
Competition stonesqty 3
Conesqty 12
Tug of war rope
Vestsqty 30
Conesqty 30
Measuring tapesqty 4
Stopwatchesqty 4
Starter pistol
Rubber throwing ringsqty 6
Exercise matsqty 4
Race numbersqty 40
Scoreboardsqty 4
Prize display

Equipment

Portable sound system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Gas burnersqty 2
Gas cylindersqty 2
Handheld megaphone

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Pouring jugsqty 8
Serving spoonsqty 10

Decorations

Scottish flagsqty 12
Buntingqty 8
Tableclothsqty 12
Race signageqty 12
Chalkboardsqty 6
Cable tiesqty 100

Lighting

String lightsqty 6
LED lampsqty 8
Batteriesqty 24

Safety

First aid kitsqty 2
Safety tapeqty 6
Work glovesqty 12
Hearing protectionqty 20
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 8
Food warmersqty 4
Kitchen scale

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Broom setsqty 3
Mopsqty 4

Catering

Groceries

Tips

Write the rules before opening registration. Define categories, attempt limits, scoring, tie-breaks and safety boundaries so judges can apply the same standard to every competitor.
Create the site map around the throwing events first. Mark spectator lines and equipment zones with cones, then place tents, tables and the sound system where they will not obstruct competitors or officials.
Set volunteer roles at least two weeks before the event. You need named judges, game leaders, a first-aid lead and people responsible for registration, scoreboards and equipment changes.
Prepare the match schedule after registrations close. Print participant lists, race numbers and score sheets, and keep a spare copy of each at the judging table so a missing sheet does not stop an event.
Check the weather forecast 48 hours before the Games and confirm the backup plan. Protect scoring materials and electrical equipment from rain, and test extension cords, power strips, microphones and the portable sound system before competitors arrive.

Frequently asked questions

How far in advance should I organise Highland Games?: Begin planning at least 8 to 12 weeks before the event. Confirm the venue, permits, competition format and suppliers first; open registration only after the rules and participant categories are clear.
How many volunteers do Highland Games need?: Plan for at least one named leader per competition, two or more judges for events with measurements or scoring, and one first-aid lead. Add registration and setup volunteers so officials are not pulled away during competitions.
When should Highland Games registration close?: Close registration 7 to 10 days before the event. This gives you time to confirm participants, collect dietary requirements, finish categories and draw up a workable match schedule.
What should I do if it rains during Highland Games?: Confirm the wet-weather decision no later than 48 hours beforehand. Keep throwing and running areas safe, move food and registration under party tents, and protect score sheets, microphones and power connections from water.

Start this plan in Lizzt

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