Pole Dancing Competition Checklist

A pole dancing competition needs more than performers and poles. You need clear rules, a reliable registration process, assigned judges, tested music, safe equipment, and a venue that works for competitors, staff, and spectators. This checklist puts the work in a useful order, from publishing the rules and confirming entries to printing score sheets and checking the poles. Use it to spot the details that are easy to leave until the final week, including dietary requirements, starting order, jury briefing, and power for event 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

Publish competition rules
Open registration form
Send invitations
2 people
Register participants
2 people
Confirm registrations
Collect dietary requirements
Assign judges
Book host
Book photographer
Reserve venue
Check competition insurance
Reserve Poles
Send music instructions
Gather music files
2 people
Test music files
2 people
Draw the starting order
2 people
Publish the starting order
Prepare jury briefing
2 people
Print score sheets
Make name badges
2 people
Print program booklets
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the poles
3 people
Open venue
2 people
Conduct a safety check
2 people
Clear the floor
4 people
Set up jury table
2 people
Set up tables
4 people
Set up chairs
4 people
Connect the sound system
2 people
Test microphones
2 people
Set up competition lighting
2 people
Hang decorations
3 people
Set up check-in desk
2 people
Set up the catering buffet
3 people
Set up the participant area
2 people
Equip the jury table with forms
Brief volunteers
2 people
Run the sound check
3 people
Give the jury briefing
5 people

Event

Check in participants
3 people
Welcome the audience
3 people
Assist with opening program
2 people
Guide participants to the warm-up
2 people
Play competition music
2 people
Monitor the starting order
2 people
Collect judging forms
2 people
Process scores
2 people
Guide participants
2 people
Check the safety mats
2 people
Refill drinks
2 people
Serve snacks
3 people
Keep buffet clean
2 people
Answer audience questions
2 people
Announce the break program
Announce finalists
2 people
Support awards ceremony
3 people
Take group photo
3 people
See the audience out
3 people

Aftercare

Archive jury forms
2 people
Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Take down the poles
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Register lost and found items
Pack up materials
3 people
Return rental items
2 people
Inform the winners
Publish results
Share photos with participants
Send thank-you messages

What to bring

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

Furniture

Registration desk
Jury tablesqty 2
Catering tablesqty 4
Chairsqty 110
Bar stoolsqty 8
Clothes racksqty 4
Changing room screensqty 4
Waste binsqty 8

Sports equipment

Competition Polesqty 2
Safety matsqty 4
Warm-up matsqty 12
Stretch bandsqty 12
Blocks for the jury tablesqty 4

Equipment

Laptopsqty 2
Tabletsqty 3
Printer
Portable speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Power banksqty 4

Lighting

LED work lightsqty 4
LED string lightsqty 6
Spare batteriesqty 24

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Serving trays with lidsqty 8

Decorations

Competition banner
Red carpet
Balloon archesqty 2
Tableclothsqty 8
Stage signsqty 3
Name card holdersqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Hand sanitizer stationsqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Publish the competition rules before opening registration, including judging criteria, music requirements, arrival times, and any safety or costume restrictions. This reduces clarification emails once participants have registered.
Set a firm deadline for music files and test every file before the event. Keep a second copy on a USB stick and check that the venue sound system, mixer, speakers, and microphones work together.
Complete the venue layout before event day: allow space for the competition poles, safety mats, warm-up area, jury tables, registration desk, changing screens, and clear routes between them. Check power points before placing laptops, printers, lights, and catering equipment.
Confirm judges, the host, photographer, and venue arrangements several days before the competition. Send the running order and jury briefing early enough for corrections instead of handing out last-minute changes.
Prepare competitor and guest essentials the day before: print score sheets, name badges, program booklets, and registration materials; chill drinks; prepare snacks; and check reusable glasses, cups, plates, and cutlery.

Frequently asked questions

How far in advance should I organise a pole dancing competition?: Start at least 8–12 weeks before the event. Publish the rules and open registration first, then confirm the venue, judges, host, photographer, poles, insurance, and catering before entries close.
When should competitors submit their music?: Set the music deadline 7–14 days before the competition. Test every file as soon as it arrives, confirm the format, and bring a backup copy on a USB stick on event day.
What safety equipment is needed for a pole dancing competition?: Plan safety mats around every competition pole and provide warm-up mats for competitors. Check the poles before doors open, and leave enough clear space for mounting, dismounting, judging, and movement around the stage.
When should I publish the starting order?: Draw and publish the starting order 3–7 days before the event, after registrations are confirmed. Include arrival and warm-up information so competitors know when they need to be ready.

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.