How to organize a pioneer competition

A pioneer competition needs more preparation than just collecting poles and ropes. Start by fixing the rules, venue and registration process, then assign teams and judges before checking every station and piece of equipment. In the final days, prepare score sheets, participant information, food and prizes. On the event day, leave enough time to build the tents, mark the stations, set up registration and test lighting before competitors arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set competition rules
2 people
2
Reserve the venue
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Assign competition teams
2 people
7
Assign judges
8
Set up competition stations
2 people
9
Check material stock
2 people
10
Order missing materials
11
Create score sheets
12
Send participant information
13
Check wooden poles
3 people
14
Cut and mark ropes
3 people
15
Bundle competition equipment
2 people
16
Do the shopping
2 people
17
Prepare soup and bread
3 people
18
Prepare prizes and certificates
19
Transport materials to the venue
4 people
20
Build party tents
4 people
21
Set up tables and chairs
4 people
22
Set up competition stations
4 people
23
Connect lighting
2 people
24
Set up catering
3 people
25
Set up the registration table
2 people
26
Conduct a safety check
3 people

Event

27
Hold the jury briefing
3 people
28
Register participants
3 people
29
Give the opening briefing
2 people
30
Guide the first competition round
6 people
31
Refill drinks
2 people
32
Lead the second round of the competition
6 people
33
Check scores
3 people
34
Serve the meal
5 people
35
Clear away dishes
3 people
36
Guide the final round
6 people
37
Set final scores
3 people
38
Present prizes
3 people
39
See participants off
3 people

Aftercare

40
Collect waste
5 people
41
Clean dishes and kitchen
4 people
42
Sort competition materials
4 people
43
Take down tents and furniture
5 people
44
Leave the site clean
4 people
45
Return materials
3 people
46
Return borrowed equipment
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 55
Waste binsqty 6

Sports equipment

Wooden pioneer polesqty 80
Pioneer ropesqty 120
Thin sisal ropeqty 4
Herringqty 40
Measuring tapesqty 6
Stopwatchesqty 6

Equipment

Megaphone
Clipboardsqty 8
Pensqty 30
Calculatorsqty 3

Kitchen

Warmholding pansqty 3
Serving spoonsqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 4
Thermos flasksqty 4

Tableware

Reusable cupsqty 60
Reusable soup bowlsqty 60
Reusable platesqty 60
Reusable cutleryqty 60

Lighting

LED work lightsqty 4
Extension cordsqty 4

Safety

First aid kitsqty 2
Work glovesqty 20
Safety vestsqty 8

Decorations

Competition flagsqty 12
Start and finish signqty 2
Prizesqty 3
Certificatesqty 50

Cleaning

Broomqty 3
Dustpan and brushqty 3
Dishpanqty 3

Catering

Groceries

Tips

Set the competition format and scoring rules before opening registration. Decide how teams are formed, how long each challenge lasts and how judges record results so participants receive consistent information.
Set a registration deadline at least 7 days before the competition. Use the final list to assign teams, collect dietary requirements and calculate how much soup, bread and tableware you need.
Check wooden poles, ropes, measuring tapes, stopwatches and other station equipment at least 3 days beforehand. Cut and mark ropes early, and order missing materials before they become a last-minute shopping job.
Plan the venue setup backwards from the arrival time. Allow at least 2 hours for party tents, tables, chairs, competition stations, registration and lighting, with extra time if materials must be transported first.
Prepare the judging and catering points separately. Give each judge a clipboard, score sheets and pens, while keeping warmholding pans, serving spoons, reusable bowls and cups ready before the first break.

Frequently asked questions

How far in advance should I plan a pioneer competition?: Start at least 6 weeks ahead if you need to reserve a venue and collect registrations. Set the rules and book the venue first, then allow the final 7 days for team assignments, dietary details and participant information.
When should pioneer competition teams be assigned?: Assign teams after registration closes, ideally 5 to 7 days before the event. This gives you time to share team details, check team sizes and resolve absences before the competition starts.
How long does it take to set up a pioneer competition?: Allow at least 2 hours for the main setup, including tents, tables, chairs, stations, registration and lighting. Add transport time and a safety check for poles, ropes, cables and walking routes.
How much food should I prepare for a pioneer competition?: Plan one bowl of soup and at least two slices of bread per participant, plus around 10% extra for volunteers and unexpected guests. Confirm dietary requirements no later than 7 days before the event so alternatives can be prepared.

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.