Pioneer competition checklist: plan it step by step

A pioneer competition needs more than poles and ropes. You have to lock down the rules, venue, teams and judges before ordering or preparing equipment. This checklist takes you from registrations and score sheets to transport, tent setup, competition stations and catering. Use it to keep the event moving on the day, especially when several teams need the same materials and judges must record results consistently.

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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 rules
2 people
Reserve the venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign competition teams
2 people
Assign judges
Set up competition stations
2 people
Check material stock
2 people
Order missing materials
Create score sheets
Send participant information
Check wooden poles
3 people
Cut and mark ropes
3 people
Bundle competition equipment
2 people
Do the shopping
2 people
Prepare soup and bread
3 people
Prepare prizes and certificates
Transport materials to the venue
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up competition stations
4 people
Connect lighting
2 people
Set up catering
3 people
Set up the registration table
2 people
Conduct a safety check
3 people

Event

Hold the jury briefing
3 people
Register participants
3 people
Give the opening briefing
2 people
Guide the first competition round
6 people
Refill drinks
2 people
Lead the second round of the competition
6 people
Check scores
3 people
Serve the meal
5 people
Clear away dishes
3 people
Guide the final round
6 people
Set final scores
3 people
Present prizes
3 people
See participants off
3 people

Aftercare

Collect waste
5 people
Clean dishes and kitchen
4 people
Sort competition materials
4 people
Take down tents and furniture
5 people
Leave the site clean
4 people
Return materials
3 people
Return borrowed equipment
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 55
Waste binsqty 6

Sports equipment

Wooden pioneer polesqty 80
Pioneer ropesqty 120
Thin sisal ropeqty 4
Herringqty 40
Measuring tapesqty 6
Stopwatchesqty 6

Equipment

Megaphone
Clipboardsqty 8
Pensqty 30
Calculatorsqty 3

Kitchen

Warmholding pansqty 3
Serving spoonsqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 4
Thermos flasksqty 4

Tableware

Reusable cupsqty 60
Reusable soup bowlsqty 60
Reusable platesqty 60
Reusable cutleryqty 60

Lighting

LED work lightsqty 4
Extension cordsqty 4

Safety

First aid kitsqty 2
Work glovesqty 20
Safety vestsqty 8

Decorations

Competition flagsqty 12
Start and finish signqty 2
Prizesqty 3
Certificatesqty 50

Cleaning

Broomqty 3
Dustpan and brushqty 3
Dishpanqty 3

Catering

Groceries

Tips

Set the rules before sending invitations. Include the competition format, team size, scoring method, time limits and what judges will accept, so registrations do not create avoidable questions later.
Process registrations at least 7 days before the competition. Use the final list to assign teams, confirm dietary requirements and send participants the arrival time, clothing guidance and essential event information.
Check the pioneer equipment 3–5 days beforehand. Count the wooden poles, ropes, measuring tapes, stopwatches and other shared materials, then order or source anything missing before transport day.
Prepare the competition stations in a fixed order on the morning of the event. Mark each station clearly, place its materials and score sheets there, and give every judge a clipboard, pens and a reliable timing method.
Finish the practical setup before participants arrive. Allow at least 2 hours for tents, tables, chairs, lighting, registration, catering and station checks; keep first aid kits, work gloves and safety vests accessible rather than packed away.

Frequently asked questions

How far in advance should I plan a pioneer competition?: Start at least 4 weeks ahead to reserve the venue, set the rules, invite participants and appoint judges. Close registrations about 7 days before the event so teams, food requirements and materials can be finalised.
How long does pioneer competition setup take?: Allow 2–3 hours for the physical setup, depending on the number of stations and tents. Add another 30 minutes for a complete safety, equipment and score-sheet check before registration opens.
How many judges do I need for a pioneer competition?: Plan for at least 1 judge per active competition station, plus 1 person coordinating scores and timing. If teams rotate between stations, appoint enough judges that no station is left unattended during transitions.
When should I prepare the food for a pioneer competition?: Prepare soup, bread and serving equipment on the event day, with the soup ready for safe hot holding before the main break. Confirm dietary requirements no later than 7 days in advance and keep coolers and thermos flasks ready for items that must stay cold or hot.

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.