How to organize an acrogym competition

Start by fixing the competition format, rules and venue before opening registration. You then need enough time to invite judges, collect participant details, gather music files and build start groups. The final week is about turning the plan into a workable program: confirm the judging panel, test the sound system, prepare printed lists and inspect the competition floor. On the day, set up the acrogym floor, mats, jury tables and registration area before participants 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
Reserve competition venue
2
Set the match rules
2 people
3
Invite the judges
4
Define competition elements
2 people
5
Publish registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Gather music files
10
Assign volunteers
2 people
11
Put together start groups
2 people
12
Confirm judge lineup
13
Create the program
2 people
14
Send participant information
15
Order prizes and medals
16
Book catering
17
Check the shopping list
2 people
18
Prepare print materials
2 people
19
Test music playback
2 people
20
Inspect competition floor
2 people
21
Do the shopping
2 people
22
Check medals and prizes
23
Print participant list
24
Pick up venue keys
25
Lay the competition floor
6 people
26
Set up jury tables
3 people
27
Set up the grandstand
4 people
28
Set up the reception desk
2 people
29
Set up the catering table
2 people
30
Connect the sound system
2 people
31
Lay out jury supplies
2 people
32
Lay out bib numbers
2 people
33
Chill drinks
2 people
34
Prepare snacks
3 people
35
Prepare first aid supplies
36
Securely cordon off the competition floor
2 people
37
Test equipment and music
2 people
38
Give the jury briefing
3 people
39
Give volunteer briefing
4 people

Event

40
Receive participants
4 people
41
Register attendance
2 people
42
Hand out race numbers
2 people
43
Welcome the audience
3 people
44
Handle the opening announcement
45
Lead the warm-up
2 people
46
Play start music
47
Guide competition rounds
4 people
48
Start the music for each routine
49
Collect judging forms
2 people
50
Enter scores
2 people
51
Guide participants
3 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Empty trash bins
2 people
56
Handle jury questions
2 people
57
Check results
2 people
58
Prepare awards ceremony
3 people
59
Handle prize ceremony
3 people
60
Take group photo
2 people
61
See the audience out
3 people

Aftercare

62
Archive jury forms
2 people
63
Turn off the sound system
2 people
64
Clean up catering
3 people
65
Dismantle competition floor
6 people
66
Dismantle furniture
4 people
67
Wash dishes
3 people
68
Collect waste
3 people
69
Clean the room
4 people
70
Check sanitary areas
2 people
71
Inventory materials
2 people
72
Return borrowed materials
2 people
73
Publish results
74
Thank participants
75
Share photos

What to bring

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

Sports equipment

Acrogym floor
Landing matsqty 8
Heating matsqty 12
Marker discsqty 20
Barrier tapeqty 2
Bib numbersqty 40
Bib holdersqty 40
Athletic tapeqty 6
Jury table screensqty 6
Medalsqty 45
Cupsqty 12
Prize bagsqty 45

Furniture

Tablesqty 14
Chairsqty 90
Foldable tablesqty 4
Clothes racksqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving traysqty 8

Equipment

Laptopsqty 3
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Sound system
Wireless microphonesqty 2
Speakersqty 2
Music player
Rechargeable batteriesqty 12

Office

Jury formsqty 200
Program leafletsqty 150
Participant listsqty 10
Score sheetsqty 100
Clipboardsqty 12
Ballpoint pensqty 40
Markersqty 12
Paper cutter
Printer paperqty 2
Name stickersqty 150
Pen holdersqty 6

Decorations

Competition bannerqty 2
Direction arrowsqty 12
Announcement signsqty 8
Stage backdrop

First aid

First aid kit
Cooling packsqty 10
Disposable glovesqty 20
Disinfectant gelqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 30

Lighting

Battery lampsqty 6

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Coffee filtersqty 200
Sugar bowlsqty 4
Milk jugsqty 4
Groceries

Tips

Reserve the venue before publishing the registration form, and check that the competition floor, landing mats and heating mats fit with enough space around the performance area.
Set a firm registration deadline at least 2–3 weeks before the competition. This leaves time to process entries, collect dietary requirements, create start groups and send participant information.
Ask for music files in one agreed format and set a file deadline at least 7 days before the event. Test every file on the actual music player and sound system rather than relying on a laptop preview.
Confirm judges and volunteers 2–3 weeks in advance, then send each person a clear role and arrival time. Keep a printed participant list, program and jury forms at the jury table as a backup.
Pick up the venue keys early enough to allow a full setup check. Lay the competition floor, place barrier tape and marker discs, arrange jury table screens, and test microphones and rechargeable batteries before doors open.

Frequently asked questions

How far in advance should I organize an acrogym competition?: Start at least 8–12 weeks before the competition. Reserve the venue and set the rules first; invite judges and publish registration once those details are fixed.
When should registration close for an acrogym competition?: Close registration about 2–3 weeks before the event. You need that time to process entries, prepare start groups, collect dietary requirements and publish the program.
When should participants send their music files?: Set the music deadline at least 7 days before the competition. Test the complete set of files several days in advance and keep a backup copy on a second device.
What should be checked on the competition day?: Complete the floor, mat and equipment inspection before participants arrive, ideally 60–90 minutes before the first start group. Also test the speakers, microphones, music player and power connections.

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.