Ice skating competition checklist

Organising an ice skating competition involves more than booking ice time and inviting skaters. You need a clear format, published rules, assigned judges and timekeepers, and a registration process that produces accurate start lists. Before competition day, confirm emergency contacts, dietary requirements, volunteer roles, music and the running order. This checklist takes you from the first decisions through printing numbers and preparing the rink, changing rooms, jury area and presentation equipment.

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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

Set competition format
2 people
Reserve the ice rink
Draw up competition rules
2 people
Assign judges
2 people
Assign timekeepers
2 people
Send invitations
2 people
Open registration form
Recruit volunteers
2 people
Order prizes
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Assign start numbers
2 people
Publish the program
Confirm participants
2 people
Assign volunteers
2 people
Prepare jury briefing
Create presenter briefing
Select music for the program
Collect emergency contacts
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Checking prizes
Print the starting lists
Prepare name badges
2 people
Prepare catering
3 people
Print the shuttle schedule

Event

Open venue
2 people
Check access and emergency exits
2 people
Set up competition table
3 people
Set up reception desk
2 people
Set up judges' table
2 people
Test sound system
2 people
Test timekeeping
2 people
Lay out bib numbers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Staff the registration table
3 people
Check in participants
3 people
Hand out race numbers
2 people
Escort skaters to the changing rooms
2 people
Brief jury and timekeepers
2 people
Announce the opening
Lead the warm-up
2 people
Announce the starting groups
Host the first round of matches
5 people
Process interim results
2 people
Refill drinks
2 people
Serve snacks
3 people
Check changing rooms
2 people
Guide the second round
5 people
Check results
2 people
Announce finalists
Assist with the finals
5 people
Prepare the medal ceremony
3 people
Present prizes
3 people
Announce the closing remarks
Check out participants
2 people
Guide the audience to the exit
2 people
Pack leftovers safely
2 people

Aftercare

Take down competition table
3 people
Turn off the sound system
2 people
Wash dishes
3 people
Collect waste
3 people
Clean changing rooms
2 people
Clean the audience area
3 people
Return materials
2 people
Return rental items
2 people
Send results digitally
Register lost and found items
Store remaining catering
2 people

What to bring

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

Furniture

Registration tablesqty 3
Jury tablesqty 2
Beer tablesqty 8
Chairsqty 80
Changing room benchesqty 12
Waste binsqty 8

Equipment

Laptopqty 2
Printer
Wi-Fi router
Stopwatchesqty 6
Speakersqty 2
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 24
Printer paperqty 2
Spare ink cartridgesqty 2

Sports equipment

Starter pistol
Starting bell
Conesqty 20
Marker discsqty 30
Training bibsqty 20
Round signsqty 6
Bib numbersqty 80
Safety vestsqty 12
Spare shoelacesqty 20
Ice skate guardsqty 20
Dressing room binsqty 12
First-place medalqty 12
Second place medalqty 12
Third-place medalqty 12
Cupsqty 12
Certificatesqty 80

Safety

First aid kit
Ice rescue hook
Safety tapeqty 4
Flashlightsqty 4
Cold packsqty 12
First aid kitsqty 2
Emergency blanketsqty 10

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pliersqty 6
Thermos flasksqty 6

Catering

Coolersqty 6
Water jugsqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Groceries

Decorations

Start and finish signqty 2
Directional signsqty 8
Buntingqty 6
Stage carpet
Medal bin
Name badgesqty 100
Directional arrowsqty 12
Tableclothsqty 10
Stage blocksqty 3

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Mop setsqty 3
Bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Laundry basketsqty 6
Toilet brushesqty 4

Tips

Set the competition format before opening registration. Decide the disciplines, age or ability groups, number of rounds and scoring approach first, so your rules, registration form and program all match.
Book the rink early and confirm the exact ice access, changing-room availability and setup time. You need enough time to place jury tables, registration tables, chairs, signage and safety equipment before skaters arrive.
Assign officials and volunteers with specific roles and briefing times. Judges, timekeepers, starters, presenters and registration staff should know where to report and what to do before the first group is called.
Close registration early enough to process entries and create starter groups. Confirm participants, assign start numbers, check dietary requirements and publish the program before event day rather than making changes at the rink.
Test the technical and safety setup before competitors enter the ice. Check the laptop, printer, Wi-Fi, speakers, wireless microphone, stopwatches, extension cords, rechargeable batteries and first aid equipment, and keep spare shoelaces and skate guards available.

Frequently asked questions

How far in advance should I book an ice rink for a skating competition?: Book the rink as soon as you know the expected date and format, ideally several months ahead. Confirm the competition ice time, setup access, changing rooms and time needed to clear the rink afterward.
When should registration close for an ice skating competition?: Close registration at least 7 to 14 days before the competition. This gives you time to process entries, assign groups and start numbers, confirm participants and publish an accurate program.
How many judges and timekeepers does an ice skating competition need?: The number depends on your format and the rink’s rules, but assign every official before invitations go out. Allow at least one backup volunteer for timing, registration and presentation duties in case someone is absent.
What should I prepare on the morning of the skating competition?: Complete the physical setup before the first skater arrives: registration and jury tables, chairs, signage, safety tape, waste bins, sound equipment and changing-room supplies. Print starting lists and test the microphone, speakers, stopwatches and power connections at least 60 minutes before the opening.

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