Pentathlon organising checklist

A pentathlon needs more than five events and a start time. You need a clear registration process, participant groups, a match schedule, judges and score sheets before competition day. The venue also needs checking for power outlets, weather exposure and enough space for each event. Use this checklist to work through the planning in order, then prepare bib numbers, starter packs, equipment, drinks and first aid before opening the site.

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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

Send invitations
2 people
Open the registration form
Assign participant groups
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Create the match schedule
2 people
Assign judges
2 people
Confirm venue booking
Check power outlets
Check the weather forecast
Print bib numbers
2 people
Print score sheets
2 people
Print route maps
Check the shopping list
2 people
Collect sports equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Assemble starter packs
3 people
Prepare first aid supplies
Prepare announcement text
Open venue
2 people
Inspect the site
3 people
Set up the course
4 people
Mark the start and finish lines
2 people
Check spring box
2 people
Set up the high jump installation
3 people
Set out throwing materials
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Build the catering buffet
3 people
Test the PA system
2 people
Prepare the jury tables
3 people

Event

Register participants
4 people
Hand out race numbers
3 people
Give welcome briefing
2 people
Send teams to their stations
4 people
Lead the sprint segment
4 people
Supervise the long jump
4 people
Supervise the shot put
4 people
Supervise the high jump
4 people
Assist the relay
5 people
Lead endurance run
5 people
Record scores per section
4 people
Check scores
2 people
Refill the water stations
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Serve coffee and tea
2 people
Serve lunch and sandwiches
4 people
Empty trash bins
2 people
Check toilets
Present final result
2 people
Present prizes
3 people
See participants off
3 people

Aftercare

Gather sports equipment
4 people
Take down the playing fields
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store unused groceries
2 people
Send results digitally

What to bring

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

Furniture

Tablesqty 12
Chairsqty 40
Party tentsqty 4
Jury tablesqty 6
Registration desk
Waste binsqty 8

Sports equipment

Starting blocksqty 4
Relay batonsqty 12
Bulletsqty 6
High jump barsqty 3
High jump uprightsqty 3
High jump matsqty 2
Measuring tapesqty 6
Stopwatchesqty 8
Conesqty 40
Marker discsqty 30
Starter pistol
Start flagsqty 4
Hurdlesqty 12
Springboardsqty 2
Rakeqty 2
Scoopsqty 2
Scoreboardsqty 6
Bib numbersqty 40
Sports ballsqty 10
Whistlesqty 8
Ropeqty 2
Paper tapeqty 8
Sidewalk chalkqty 12
Clipboardsqty 10
Pensqty 50
Pencilsqty 30
Calculatorsqty 4
Bib numbersqty 150
Wristbandsqty 150
Medalsqty 30
Cupsqty 6
Certificatesqty 150
Prize table

Equipment

Laptopqty 2
Printer
Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Coolersqty 6
Water dispensersqty 4

Tableware

Reusable cupsqty 180
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 60
Water jugsqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Ice packsqty 24

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Floor squeegeesqty 2
Glovesqty 12
Trash grabbersqty 4

Lighting

LED lampsqty 8
Outdoor lightsqty 4

Decorations

Buntingqty 8
Directional signsqty 12
Information boardsqty 8
Tablecloth setsqty 8

Catering

Groceries

Tips

Close registration early enough to process entries, collect dietary requirements and assign groups before creating the match schedule. Keep a final participant list for the registration desk and judges.
Assign a judge or timekeeper to every competition area before the day starts. Put stopwatches, measuring tapes, clipboards and score sheets at each relevant station instead of leaving them at one central table.
Inspect the venue while setting up, not after participants arrive. Check power outlets, place the registration desk and jury tables, and mark start and finish lines with cones, marker discs, paper tape or sidewalk chalk.
Count sports equipment against the schedule before shopping or collecting it. Missing items such as hurdles, high-jump mats, relay batons, starting blocks or sports balls can delay one event while the others wait.
Prepare the final-day supplies separately: printed bib numbers, route maps and score sheets, starter packs, chilled drinks, waste bins and first aid supplies. Open the venue with enough time to set up the course and resolve problems before registration begins.

Frequently asked questions

How far in advance should I organise a pentathlon?: Start invitations and registration at least 4–6 weeks before the event. Set a registration deadline several days before competition day so you can assign groups, confirm dietary requirements and create the match schedule.
How many judges do I need for a pentathlon?: Plan at least one judge or timekeeper for each active event area, plus one person who can coordinate results and cover short breaks. Final numbers depend on whether events run at the same time, so assign names before printing the schedule.
What should I prepare the day before a pentathlon?: Finish shopping, chill drinks, assemble starter packs and print bib numbers, score sheets and route maps the day before. Also check the forecast and confirm that all collected sports equipment matches the schedule.
How early should I arrive to set up a pentathlon?: Allow at least 2 hours before participant arrival for the venue inspection, registration desk, jury tables, course setup and start and finish markings. Add extra time if the course uses several areas or needs tents, mats or starting blocks.

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.