How to organize an archery competition

Start by securing a suitable range and fixing the match date before opening registration. Then set the rules, shooting distances, categories, safety procedures, permits, and insurance requirements so participants know exactly what to expect. Confirm judges and volunteers early, because registration, scoring, equipment checks, and range control need separate people. On the day, allow time to mark the shooting lanes, install safety netting, check every bow and arrow, and prepare scorecards before the first archer arrives.

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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 the match date
2 people
3
Draw up competition rules
2 people
4
Determine Shooting Distances
2 people
5
Prepare safety plan
2 people
6
Check insurance
7
Check permits
8
Send invitations
2 people
9
Open registration form
10
Process registrations
2 people
11
Collect dietary requirements
12
Send participant confirmations
13
Assign volunteers
2 people
14
Confirm judges
15
Order catering
16
Check the archery equipment
3 people
17
Arrange prize money and prizes
18
Check the weather forecast
19
Print participant list
20
Prepare scorecards
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Bring materials to the venue
3 people
24
Mark out the shooting range
4 people
25
Build Shooting Ranges
4 people
26
Install safety nets
4 people
27
Set up goals and target sheets
4 people
28
Set up the registration desk
2 people
29
Build the catering point
3 people
30
Set up tables and chairs
3 people
31
Prepare competition administration
2 people
32
Conduct a safety check
3 people

Event

33
Receive participants
3 people
34
Register participants
2 people
35
Handle Material Distribution
2 people
36
Give welcome briefing
2 people
37
Guide the tasting round
4 people
38
Guide competition rounds
6 people
39
Check scores
2 people
40
Serve drinks and snacks
3 people
41
Refill drinks
2 people
42
Keep the break area clean
2 people
43
Guide the final round
4 people
44
Prepare the final results
2 people
45
Present prizes
2 people
46
See participants off
2 people

Aftercare

47
Take down goals and nets
4 people
48
Dismantle furniture
3 people
49
Collect waste
3 people
50
Wash dishes
2 people
51
Clean the grounds
4 people
52
Return materials
3 people
53
Return borrowed items
2 people
54
Email the results to participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 50
High tablesqty 4
Tableclothsqty 8

Sports equipment

Archery bowsqty 12
Arrowsqty 120
Arrow quiversqty 12
Goal suitsqty 6
Target sheetsqty 30
Arrow pullerqty 6
Spare stringsqty 6
Armguardsqty 12
Finger protectorsqty 12
Safety netsqty 4
Bollardsqty 20
Barrier tapeqty 4
Conesqty 30
Measuring tapesqty 3
Spare parts

Equipment

Megaphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 4
Laptopsqty 2
Printers
Power banksqty 4

Lighting

LED string lightsqty 4
LED lanternsqty 6

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Kettlesqty 2
Cutting boardsqty 2
Knivesqty 4
Serving plattersqty 8
Serving tongsqty 4
Corkscrewsqty 2

Decorations

Competition flagsqty 6
Direction signsqty 8
Name badgesqty 60

Cleaning

Waste binsqty 6
Broom setsqty 2
Dustpan and brushqty 2
Bucketsqty 3
Spongesqty 6
Work glovesqty 8
Hand sanitizer holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 8

Catering

Groceries

Tips

Set the competition format before sending invitations. Define the shooting distances, number of ends, scoring method, tie-break procedure, equipment rules, and check-in time in one participant document.
Build a safety buffer into the site plan. Mark the shooting range with cones and barriers, install safety netting, and keep spectators behind a clearly separated line; do not wait until the morning of the competition to measure distances.
Confirm equipment quantities against the registration list at least 7 days before the match. Count bows, arrows, quivers, targets, armguards, finger protectors, spare strings, and repair parts, then arrange replacements for damaged or missing items.
Prepare scoring before setup starts. Print the participant list and scorecards, test the laptop and printer, and assign one person to collect and verify each scorecard after every round.
Plan food, drinks, and weather arrangements using the confirmed headcount. Chill drinks in advance, provide shelter and lighting where needed, and check the forecast 24 hours before the event so tents, clothing, or schedule changes can be decided in time.

Frequently asked questions

How far in advance should I organize an archery competition?: Start at least 8 to 12 weeks before the match. Book the range, check permits and insurance, confirm judges, and open registration first; finalize catering and equipment quantities 7 days before the event.
How do I set the shooting distances for an archery competition?: Choose distances based on the competition rules, bow categories, archer experience, and available range length. Measure and mark every shooting line before setup is complete, and verify the distances with a judge before the first round.
How many volunteers are needed for an archery competition?: For a small event, plan on at least 4 volunteers: one for registration, two for range and safety control, and one for scoring and results. Add one range marshal for every additional shooting group if archers shoot in separate lanes.
When should I prepare the scorecards and participant list?: Prepare them 2 to 3 days before the competition, after registrations and withdrawals are closed. Print a few extra scorecards and keep a digital copy on a laptop or power bank in case the printer or paper supply fails.

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.