How to organize an archery competition

Start by fixing the competition format, venue and safety requirements before opening registration. Your rules determine the number of targets, shooting rounds, starter groups, judges and race cards you need. Build the schedule around equipment checks and safe movement between shooting lines, then assign volunteers before publishing start times. Leave time for permits, weather decisions, prizes, catering quantities and a final equipment check; these details are often handled too late.

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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
Define the competition format
2 people
3
Draw up competition rules
2 people
4
Prepare safety plan
2 people
5
Check permits
6
Assign judges
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Open registration form
10
Process registrations
2 people
11
Collect dietary requirements
12
Close the participant list
13
Assign starter groups
2 people
14
Publish start times
15
Prepare race cards
2 people
16
Order prizes and medals
17
Calculate catering quantities
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Collect prizes
21
Check sports equipment
2 people
22
Sort the bows and arrows
2 people
23
Check the weather forecast
24
Remind participants
25
Pick up venue keys
26
Check the venue for safety
3 people
27
Determine the shooting direction
2 people
28
Set up shooting lanes
4 people
29
Install safety nets
4 people
30
Set up target bags
4 people
31
Mark shooting lines
3 people
32
Mark queue lines
2 people
33
Set up tables and chairs
4 people
34
Set up registration desk
2 people
35
Set up judges' table
2 people
36
Set up catering point
3 people
37
Chill drinks
2 people
38
Prepare coffee and tea
2 people
39
Set out snacks
3 people
40
Place information signs
2 people
41
Test audio and microphone
2 people

Event

42
Receive participants
3 people
43
Register attendance
2 people
44
Hand out race numbers
2 people
45
Hand out bows and arrows
3 people
46
Give the safety briefing
2 people
47
Supervise test shots
4 people
48
Run the competition round
6 people
49
Collect scores
3 people
50
Replace the target cards
2 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Restock break buffet
2 people
54
Process interim results
2 people
55
Announce finalists
56
Assist with the finals
6 people
57
Check final scores
3 people
58
Prepare awards ceremony
2 people
59
Handle prize ceremony
3 people
60
Take group photo
2 people
61
Serve the final drinks round
2 people
62
Check out participants
2 people
63
Collect Bows and Arrows
3 people

Aftercare

64
Close off the target area
3 people
65
Pack sports equipment
4 people
66
Remove safety nets
4 people
67
Take down target kits
4 people
68
Clear tables and chairs
4 people
69
Wash dishes
2 people
70
Collect waste
3 people
71
Clean the catering area
2 people
72
Clean the grounds
4 people
73
Hand over the venue
2 people
74
Return rented materials
2 people
75
Publish results
76
Thank participants

What to bring

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

Sports equipment

Competition bowsqty 30
Spare bowsqty 5
Competition arrowsqty 120
Spare arrowsqty 30
Goal suitsqty 10
Target facesqty 80
Target face holdersqty 10
Safety netsqty 8
Arrow quiversqty 35
Arm guardsqty 35
Finger protectorsqty 35
Bow standsqty 12
Arrow standsqty 12
Target markersqty 20
Barrier tapeqty 6
Conesqty 30
Measuring tapesqty 3
Binocularsqty 3
Arrow Findersqty 4
Safety vestsqty 12
First aid kitsqty 2
Cold packsqty 10

Furniture

Tablesqty 8
Chairsqty 50
Party tentsqty 3
Counter table
Waste binsqty 6

Equipment

Speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 8
Calculatorsqty 4
Notice boardsqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 100
Coffee cupsqty 60
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Competition flagsqty 8
Directional signsqty 12
Prize tablecloth

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning spongesqty 6

Catering

Groceries

Tips

Reserve the venue and check permits before announcing the event. Confirm the shooting area, target layout, safety-net positions and space for registration, waiting groups and spectators at least 6–8 weeks ahead.
Write the format and rules before opening registration. State the number of rounds, scoring method, tie-break procedure, equipment restrictions and check-in time so participants know what to expect.
Close the participant list before assigning starter groups. Publish start times at least 5 days in advance, and prepare race cards with enough copies for judges and group leaders.
Inspect and sort the bows, arrows, target faces, holders and protective equipment no later than 2 days before the competition. Keep spare bows and arrows separate, and test the safety equipment rather than only counting it.
Assign judges and volunteers to specific jobs, including registration, shooting-line control, scoring, arrow finding and first aid. Set up tables, chairs, barriers, speaker equipment and power connections before participants arrive, then check the weather forecast the day before.

Frequently asked questions

How far in advance should I organize an archery competition?: Start venue, permit and safety planning 6–8 weeks before the competition. Open registration only after the format, rules, capacity and staffing needs are defined.
How do I make an archery competition safe?: Prepare a written safety plan covering the shooting line, target area, barriers, safety nets, commands and emergency response. Assign safety responsibilities to named judges or volunteers and complete the final equipment and venue check at least 2 days before the event.
When should I publish archery competition start times?: Close registration and assign starter groups before publishing the schedule. Send each participant their start time at least 5 days before the competition, with check-in instructions and the expected arrival time.
What equipment do I need for an archery competition?: Plan competition and spare bows and arrows, targets, target holders, quivers, arm guards, finger protectors, bow and arrow stands, measuring tools, barriers, safety nets and first-aid supplies. Count and inspect everything 2 days before setup, then keep spare equipment accessible during the event.

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