Search and rescue dog competition checklist

A search and rescue dog competition needs more than a course and a start list. You must coordinate judges, dog details, permits, insurance, volunteers, parking and the equipment used at each test. Work through the planning in stages: secure the venue and rules first, then open registration, confirm the running order and finish with site setup and participant information. This checklist helps you keep those deadlines visible and avoid last-minute gaps.

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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

Reserve competition venue
Set the match rules
2 people
Invite the judges
Create the course layout
2 people
Check permits
Check insurance
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Check dog details
2 people
Set up the starting order
2 people
Assign start numbers
2 people
Confirm participants
2 people
Prepare jury briefing
2 people
Assign volunteers
2 people
Make a parking plan
Send directions
Order prizes and medals
Book catering
Check the shopping list
Check the weather forecast
Send final information to participants
2 people
Do the shopping
2 people
Gather competition materials
3 people
Prepare print materials
2 people
Set out dog water
2 people
Inspect the grounds
3 people
Set out the course
5 people
Set up obstacles
5 people
Mark the start and finish zones
3 people
Set up crowd barriers
3 people
Set up the registration table
2 people
Set up judges' table
2 people
Build the catering point
3 people
Test power and lighting
2 people
Hold the jury briefing
4 people
Brief volunteers
5 people

Event

Register participants
4 people
Hand out race numbers
2 people
Welcome dogs and handlers
3 people
Guide the audience to sections
3 people
Give the opening briefing
2 people
Lead the warm-up round
3 people
Supervise the search sample
6 people
Supervise obedience trial
5 people
Supervise the lifeguard test
7 people
Announce break
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill dog water
2 people
Guard the Competition Area
3 people
Collect score sheets
2 people
Enter scores
2 people
Publish interim results
Prepare awards ceremony
3 people
Support awards ceremony
4 people
Give a thank-you speech
Ensure the audience leaves safely
3 people
See participants off
2 people

Aftercare

Clean up dog water
2 people
Take down course materials
5 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed items
2 people
Send out the results
Share photos with participants
Archive prize documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Jury tablesqty 3
High tablesqty 4
Clothes racksqty 2

Sports equipment

Conesqty 40
Barrier tapeqty 6
Crowd control barriersqty 20
Bib numbersqty 60
Markersqty 12
Hoopsqty 6
Springboardsqty 8
Crawl tunnelsqty 3
Climbing rampsqty 2
Gangwaysqty 3
Search boxesqty 6
Dummiesqty 12
Ropesqty 10
Ballsqty 12
Vestsqty 20
Stopwatchesqty 8
Measuring tapesqty 3
Scoreboardsqty 3
Dog leashesqty 10
Water tubsqty 20
Dog waste bag dispensersqty 8

Equipment

Walkie-talkiesqty 10
Megaphone
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 60
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6

Catering

Drink dispensersqty 3
Ice packsqty 20
Coffee filtersqty 100
Insulated Cupsqty 60
Groceries

Safety

First aid kit
Animal first aid kit
Nitrile glovesqty 100
Safety vestsqty 12
Fire extinguishersqty 2

Decorations

Directional signsqty 12
Competition postersqty 6
Prize ribbonqty 10
Medalsqty 12
Cupsqty 6
Certificatesqty 60
Pensqty 30

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4
Paper towelsqty 8
Dog waste bag holdersqty 8

Tips

Reserve the venue and check permits and insurance before publishing the registration form. Allow at least 8–12 weeks for approvals or changes to venue conditions.
Set the rules and course layout before inviting judges and competitors. Mark every search area, obstacle and spectator boundary, then prepare a clear briefing for the jury and volunteers.
Close registrations early enough to verify each dog’s details, dietary requirements and entry information. Send the confirmed start order and start numbers with the final instructions, ideally 5–7 days before the competition.
Assign volunteers to specific jobs rather than asking for general help. Cover check-in, parking, course control, timing, scoreboards, radio communication and dog-welfare points, with one backup person for each critical role.
Check the forecast and complete the final purchase and equipment check 24–48 hours before arrival. Count items such as cones, barriers, bibs, stopwatches, measuring tapes, water tubs and waste-bag dispensers, then load the laptop, megaphone and walkie-talkies together.

Frequently asked questions

How far in advance should I organise a search and rescue dog competition?: Start venue, permit and insurance planning at least 8–12 weeks before the event. Open registration only after the rules, course concept and judging arrangements are sufficiently fixed.
When should registration close for a search and rescue dog competition?: Close registration around 10–14 days before competition day if you need time to check dog details, dietary requirements and participant information. Use the final 5–7 days to confirm the running order and send directions.
What equipment is needed for a search and rescue dog competition?: Plan course equipment such as cones, barrier tape, hoops, tunnels, ramps, gangways, search boxes, dummies, ropes and balls. Also prepare timing and scoring equipment, dog leashes, water tubs, waste-bag dispensers and communication equipment.
How many volunteers are needed for a search and rescue dog competition?: The number depends on the course and entry count, but assign at least one named person to each essential role: check-in, parking, course control, timing, scoring and participant support. Add one backup per critical role and brief everyone before the first start.

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