Ice Skating Competition Checklist and Planning Guide

An ice skating competition needs more than a rink booking and a start list. You must settle the format, distances and categories early enough to recruit judges, timekeepers and volunteers, then build the schedule around confirmed entries. This checklist takes you from venue and registration through medals, race numbers, catering and rink setup. It also highlights details that are easy to leave until the last week, such as printing forms, checking power access and getting every item to the ice rink.

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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
Determine distances and categories
2 people
Approach jury members
Assign timekeepers
Recruit volunteers
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Assign starter groups
2 people
Create the match schedule
2 people
Check the starting list
2 people
Send participant information
Order prizes and medals
Calculate catering quantities
2 people
Make a shopping list
2 people
Check materials
2 people
Do the shopping
3 people
Sort prizes
2 people
Prepare race numbers
2 people
Print competition forms
Check the route and entrance
2 people
Bring materials to the ice rink
4 people
Set up the competition table
2 people
Set up registration desk
2 people
Set up audience seating
4 people
Set up catering tables
3 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
4 people
Prepare allergen information
Lay out bib numbers
2 people
Set up judges' table
3 people
Test timekeeping
3 people
Test the PA system
2 people
Check track markings
3 people
Set out safety equipment
2 people
Brief volunteers
3 people
Hold the jury briefing
4 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out race numbers
3 people
Welcome the audience
3 people
Give the opening speech
Lead the warm-up
2 people
Call up the start groups
2 people
Supervise races
6 people
Record times
3 people
Announce rounds
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Keep the competition floor clear
2 people
Announce breaks
Check results
3 people
Handle prize ceremony
4 people
Take group photo
2 people
See participants off
3 people

Aftercare

Catering breakdown
4 people
Dismantle furniture
5 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
5 people
Collect lost and found items
2 people
Inventory materials
2 people
Return rental items
2 people
Publish results
Thank participants
Archive invoices and receipts

What to bring

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

Furniture

Registration tablesqty 2
Jury tablesqty 2
Catering tablesqty 4
Chairsqty 40
High tablesqty 6
Waste binsqty 6
Clothes racksqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Bowlsqty 30
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

PA system
Wireless microphonesqty 2
Laptop
Printer
Extension cordsqty 6
Power stripsqty 6
Stopwatchesqty 6
Cash register
Payment terminal
Coolersqty 4
Kettlesqty 2

Sports equipment

Bib numbersqty 120
Conesqty 30
Course markingsqty 20
Round signsqty 12
Jury formsqty 150
Clipboardsqty 12
Pencilsqty 30
Medalsqty 36
Jarsqty 12
Stopwatchesqty 6
First aid kitsqty 2
Ice picksqty 4
Spare shoelacesqty 20
Blanketsqty 12

Decorations

Start and finish bannerqty 2
Competition postersqty 8
Directional signsqty 10
Tableclothsqty 10
Name badgesqty 60
Buntingqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6
Spare batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 6
Cooler thermometersqty 4
Serving spoonsqty 8

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Set the competition format and race distances before publishing registration. Participants need to know their category, distance and any limits before they sign up.
Keep registration open long enough to process entries and dietary requirements, then send confirmed participants their starting group and practical information before the event schedule is final.
Recruit judges, timekeepers and other volunteers early. Assign specific roles and prepare spare stopwatches, microphones and printed forms rather than relying on one person or one device.
Check the rink route, entrance, power points and table locations before event day. Registration, jury and catering tables each need a clear position, while extension cords and power strips must not obstruct movement.
Order medals and prizes only after the categories and competition format are fixed. Sort them before arrival, and pack bib numbers, course markings, round signs and forms together so they reach the rink with the rest of the equipment.

Frequently asked questions

How far in advance should I organise an ice skating competition?: Start venue planning and format decisions at least 8 to 12 weeks before the competition. Open registration only after distances, categories and the basic timetable are clear.
How many volunteers do I need for an ice skating competition?: Plan separate people for judging, timekeeping, starting groups, registration, results and rink support; a small event commonly needs at least 8 to 12 volunteers. Add cover for breaks and unexpected absences.
When should I send the ice skating competition schedule to participants?: Send participant information and starting groups at least 5 to 7 days before the event. Issue the final start list after registrations close and check it against the race schedule before printing.
When should I buy medals and prepare race numbers?: Order medals and prizes as soon as categories and expected entries are confirmed, preferably 3 to 4 weeks before the competition. Prepare and sort race numbers and competition forms during the final week, then pack them for the rink.

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.