Rhythmic Gymnastics Competition Checklist

A rhythmic gymnastics competition depends on many small details arriving in the right order. Confirm the sports hall and rules first, then coordinate judges, participants, registrations, music files and the competition schedule. In the final week, focus on equipment, score sheets, certificates, catering and volunteer roles. This checklist helps you see what needs a decision early and what can wait until the day before.

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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 the match date
2 people
Reserve the sports hall
Set the competition rules
2 people
Invite the judges
2 people
Invite participants
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Gather music files
2 people
Check music files
2 people
Set up the starting order
2 people
Publish the match schedule
Send parking information
Send the jury instructions
Assign volunteers
2 people
Arrange first aid staffing
Order catering
2 people
Check the shopping list
2 people
Print competition numbers
2 people
Print score sheets
2 people
Prepare certificates
2 people
Checking prizes
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
4 people
Load transport equipment
4 people
Gather sports equipment
4 people
Open venue
2 people
Check the hall floor
3 people
Lay the competition floor
6 people
Set up audience seating
5 people
Set up tables
4 people
Set up the jury tables
3 people
Connect the sound system
2 people
Test music playback
2 people
Check the lighting
2 people
Set out race numbers
2 people
Set up registration desk
2 people
Prepare jury sets
2 people
Set out first aid supplies
Set up the catering buffet
4 people
Put up signage
2 people

Event

Receive participants
4 people
Register participants
4 people
Hand out race numbers
2 people
Welcome the judges
2 people
Provide jury briefing
3 people
Guide the warm-up
4 people
Welcome the audience
4 people
Give the opening speech
Guide competition rounds
6 people
Start music for each performance
Process scores
3 people
Guide participants to the floor
2 people
Refill drinks
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Keep the audience area clean
2 people
Check toilets
2 people
Check results
3 people
Present the awards ceremony
2 people
Hand out certificates
3 people
Publish results
2 people
See participants off
3 people

Aftercare

Clear audience chairs
5 people
Remove the competition floor
6 people
Load sports equipment
4 people
Disconnect the sound system
2 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the room
5 people
Clean the restrooms
2 people
Remove decorations
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Sort leftovers
2 people
Sending results by email
Share photos with participants

What to bring

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

Furniture

Audience chairsqty 150
Foldable tablesqty 15
Jury tablesqty 6
Bar stoolsqty 6
Changing room benchesqty 12
Clothes racksqty 6
Bollardsqty 12

Sports equipment

Competition floor
Training matsqty 4
Ribbonsqty 20
Ballsqty 20
Hoopsqty 20
Ropesqty 20
Clubsqty 20
Spare gymnastics equipmentqty 10
First aid kitqty 2
Ice packsqty 10
Athletic tapeqty 8
Conesqty 20
Barrier tapeqty 4

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Laptopqty 2
Laptop chargersqty 2
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Printer
Label printer
Wall clocksqty 3

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Washing-up bowlsqty 3

Decorations

Competition banner
Buntingqty 8
Tableclothsqty 15
Stage backdrop
Flower arrangementsqty 4

Lighting

LED table lampsqty 6
LED string lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 8
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the date and reserve the sports hall before inviting anyone. Allow time for floor setup, changing rooms, judging tables, audience seating and a clear route for competitors.
Collect music files with registrations and check every file at least one week before the competition. Test playback from the actual laptop, mixer and speakers you will use on the day.
Publish the starting order and schedule only after registrations are processed. Send parking details and jury instructions separately, so late changes do not get buried in a long invitation.
Print competition numbers, score sheets and certificates before the final week. Bring spare copies, a printer or label printer, USB sticks, chargers and extension cords in case something needs replacing.
Assign volunteers by station rather than simply asking for general help. Cover registration, equipment changes, music playback, first aid, refreshments and score collection, then give each person a start time.

Frequently asked questions

How far in advance should I organise a rhythmic gymnastics competition?: Start at least 8 to 12 weeks ahead. Reserve the sports hall and invite judges first, then open registration once the rules, date and competition format are confirmed.
When should rhythmic gymnastics music files be submitted?: Set the submission deadline 2 to 3 weeks before the competition. Check every file at least 7 days beforehand and keep a tested backup on a USB stick.
How many volunteers do I need for a rhythmic gymnastics competition?: Plan for at least 1 volunteer for registration, 1 for music and equipment, 1 for score collection, and 1 person coordinating the floor and schedule. Add more if several groups compete at the same time.
When should I print score sheets and certificates?: Print score sheets and competition numbers 2 to 3 days before the event, after the starting order is final. Prepare certificates and check prizes at the same time, with a few blank or spare copies available.

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