How to organize a rhythmic gymnastics competition

A rhythmic gymnastics competition runs smoothly when the sporting programme and venue logistics are planned together. Start by fixing the date, booking the sports hall and confirming the rules before opening registration. Then build the running order from entries, music files and judging availability, while assigning volunteers and first-aid cover early. In the final week, check the competition floor, apparatus, sound system, score sheets, certificates and refreshments so small omissions do not delay the first routine.

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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
Set the match date
2 people
2
Reserve the sports hall
3
Set the competition rules
2 people
4
Invite the judges
2 people
5
Invite participants
2 people
6
Send invitations
2 people
7
Publish registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Gather music files
2 people
11
Check music files
2 people
12
Set up the starting order
2 people
13
Publish the match schedule
14
Send parking information
15
Send the jury instructions
16
Assign volunteers
2 people
17
Arrange first aid staffing
18
Order catering
2 people
19
Check the shopping list
2 people
20
Print competition numbers
2 people
21
Print score sheets
2 people
22
Prepare certificates
2 people
23
Checking prizes
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare catering
4 people
27
Load transport equipment
4 people
28
Gather sports equipment
4 people
29
Open venue
2 people
30
Check the hall floor
3 people
31
Lay the competition floor
6 people
32
Set up audience seating
5 people
33
Set up tables
4 people
34
Set up the jury tables
3 people
35
Connect the sound system
2 people
36
Test music playback
2 people
37
Check the lighting
2 people
38
Set out race numbers
2 people
39
Set up registration desk
2 people
40
Prepare jury sets
2 people
41
Set out first aid supplies
42
Set up the catering buffet
4 people
43
Put up signage
2 people

Event

44
Receive participants
4 people
45
Register participants
4 people
46
Hand out race numbers
2 people
47
Welcome the judges
2 people
48
Provide jury briefing
3 people
49
Guide the warm-up
4 people
50
Welcome the audience
4 people
51
Give the opening speech
52
Guide competition rounds
6 people
53
Start music for each performance
54
Process scores
3 people
55
Guide participants to the floor
2 people
56
Refill drinks
3 people
57
Serve coffee and tea
3 people
58
Serve snacks
3 people
59
Keep the audience area clean
2 people
60
Check toilets
2 people
61
Check results
3 people
62
Present the awards ceremony
2 people
63
Hand out certificates
3 people
64
Publish results
2 people
65
See participants off
3 people

Aftercare

66
Clear audience chairs
5 people
67
Remove the competition floor
6 people
68
Load sports equipment
4 people
69
Disconnect the sound system
2 people
70
Wash dishes
3 people
71
Clean up catering
3 people
72
Collect waste
3 people
73
Clean the room
5 people
74
Clean the restrooms
2 people
75
Remove decorations
2 people
76
Collect lost and found items
77
Lock up the venue
2 people
78
Return materials
3 people
79
Return borrowed items
2 people
80
Sort leftovers
2 people
81
Sending results by email
82
Share photos with participants

What to bring

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

Furniture

Audience chairsqty 150
Foldable tablesqty 15
Jury tablesqty 6
Bar stoolsqty 6
Changing room benchesqty 12
Clothes racksqty 6
Bollardsqty 12

Sports equipment

Competition floor
Training matsqty 4
Ribbonsqty 20
Ballsqty 20
Hoopsqty 20
Ropesqty 20
Clubsqty 20
Spare gymnastics equipmentqty 10
First aid kitqty 2
Ice packsqty 10
Athletic tapeqty 8
Conesqty 20
Barrier tapeqty 4

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Laptopqty 2
Laptop chargersqty 2
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Printer
Label printer
Wall clocksqty 3

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Washing-up bowlsqty 3

Decorations

Competition banner
Buntingqty 8
Tableclothsqty 15
Stage backdrop
Flower arrangementsqty 4

Lighting

LED table lampsqty 6
LED string lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 8
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the date and reserve the sports hall before inviting judges or participants. Confirm the usable floor area, changing rooms, audience seating and access times, including how long you need for setup and removal.
Open registration only after the rules, categories and entry deadline are fixed. Allow at least 7 days after the deadline to process entries, collect dietary requirements and resolve missing information.
Treat music as a separate deadline: request files with the registration, check every file at least 3 days before the competition and keep a tested backup on a USB stick or laptop.
Create the starting order and publish the schedule several days in advance. Send parking details, jury instructions and volunteer roles with the schedule so people know where to report and when.
Run a full equipment and operations check the day before. Test the speakers, microphone, mixer, laptop, printer and wall clocks; place spare apparatus, score sheets, competition numbers, certificates and prizes where the responsible volunteer can reach them.

Frequently asked questions

How far in advance should I organize a rhythmic gymnastics competition?: Start at least 8 to 12 weeks ahead. Book the sports hall and invite judges first, then allow time for registration, music checks, volunteer assignments, catering and printing.
When should rhythmic gymnastics competition registration close?: Close registration about 3 to 4 weeks before the competition. This leaves at least 7 days to process entries, confirm dietary requirements, build the starting order and publish the schedule.
How early should music files be collected and checked?: Request music files with the registration and set the final upload deadline at least 10 days before the event. Check every file no later than 3 days beforehand and carry a backup on a USB stick.
What should I prepare the day before a gymnastics competition?: Check the competition floor, apparatus, sound equipment, power connections, printer, score sheets, certificates and prizes the day before. Keep at least 60 minutes before doors open for final setup and a sound test.

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.