Ice skating competition checklist: plan it in the right order

An ice skating competition needs more than ice time and a race schedule. You must set the format, distances and rules before registration opens, then match participants with heats, officials and volunteers. This checklist takes you from venue booking to the jury briefing, with the details that are easy to leave too late. Use it to prepare paperwork, bib numbers, timing equipment, announcements and the rink setup without losing track of the final week.

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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

Reserve competition venue
Set competition format
2 people
Set race distances
2 people
Draw up competition rules
2 people
Assign judges
Assign timekeepers
Create the match schedule
2 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Order prizes
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Confirm participants
2 people
Schedule volunteers
2 people
Send parking information
Send competition information
Check the shopping list
2 people
Do the shopping
2 people
Check prizes and medals
2 people
Sort bib numbers
2 people
Print participant lists
Print match forms
Prepare jury briefing
Collect materials
3 people
Fill coolers
2 people
Set out game materials
3 people
Set up the reception desk
2 people
Set up tables and chairs
3 people
Set up judges' table
2 people
Set up catering point
2 people
Hang decorations
2 people
Place route signs
2 people
Lay out bib numbers
2 people
Test timekeeping
3 people
Test the PA system
2 people
Give the jury briefing
Brief volunteers
2 people

Event

Receive participants
3 people
Hand out race numbers
2 people
Check registrations
2 people
Lead the warm-up
2 people
Give the opening speech
Call up the start groups
2 people
Guide competition rounds
4 people
Record lap times
3 people
Process competition results
2 people
Inform the audience
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Keep catering tables clean
Remove waste regularly
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
See participants off
2 people

Aftercare

Gather competition materials
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean up catering
2 people
Clean the venue
3 people
Dispose of waste separately
2 people
Publish results
Thank participants
Store leftover stock
2 people
Clean and dry materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Judges' table
Coat racksqty 2
Waste binsqty 6

Equipment

Stopwatchesqty 6
Megaphone
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Sports equipment

Conesqty 20
Marker discsqty 20
Starter pistol
Start flagsqty 4
Round signsqty 4
Bib numbersqty 80
Safety vestsqty 12
Spare shoelacesqty 20
Ice skate guardsqty 20
Game clocksqty 2

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Thermos flasksqty 6
Pitcherqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Small bowlsqty 12
Thermometerqty 2

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Trophiesqty 12
Medalsqty 40
Stage blocksqty 3

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Cleaning

Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the competition format and race distances before opening registration. Participants need to know what they are entering, and you need this information to build fair starter groups and a workable match schedule.
Assign judges and timekeepers early, then schedule enough volunteers for registration, starts, results and practical help around the rink. Prepare the jury briefing before event day so officials know the rules and their responsibilities.
Do not leave participant administration until the last week. Process registrations, collect dietary requirements, confirm participants and send competition information and parking details before printing participant lists and match forms.
Check prizes, medals, bib numbers and starter materials together several days before the competition. Count bibs against the confirmed participant list and keep spare shoelaces and ice skate guards available for problems at the rink.
Test the event-day equipment before the first race: stopwatches, game clocks, microphone, speakers, megaphone and starter signals. Check extension cords, power strips and power banks as part of the same setup, not after officials arrive.

Frequently asked questions

How far in advance should I book an ice skating competition venue?: Book the venue as early as possible, preferably several months before the competition. You need enough lead time to confirm ice availability, the competition format, race distances, officials and the full match schedule.
When should registration close for an ice skating competition?: Close registration at least 7 to 10 days before the event. This gives you time to process entries, confirm participants, assign starter groups, print lists and match forms, and send final competition information.
How many timekeepers do I need for an ice skating competition?: Plan at least one timekeeper per active timing position, plus one person coordinating results or timing changes. The exact number depends on the format and how many races can run at once, so finalise this when creating the match schedule.
When should I prepare the ice skating competition jury briefing?: Prepare the jury briefing no later than 2 or 3 days before the competition. Include the rules, race distances, schedule, judging roles and timing procedure, then allow time to answer questions before the first start.

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.