Short track competition checklist: what to arrange and when

A short track competition depends on more than a confirmed ice rink. You need registrations, dietary information, referees, timekeepers and volunteers in place before you can build reliable start lists and a match schedule. On the day, timing, communication and result forms need backups, while the entrance desk, changing rooms and catering area must be ready before participants arrive. Use this checklist to work through the planning in the right order 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

Send invitations
2 people
Publish competition information
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Confirm ice rink reservation
Confirm referees
Assign timekeepers
Assign volunteers
2 people
Create the match schedule
2 people
Prepare start lists
2 people
Confirm participants
2 people
Print the program
2 people
Print result forms
Prepare medal winners
Order groceries
2 people
Check sports equipment
2 people
Check first aid supplies
Test sound equipment
2 people
Fill coolers
2 people
Pick up groceries
2 people
Open the competition venue
2 people
Set up the entrance desk
2 people
Set up tables and chairs
4 people
Build the catering buffet
3 people
Hang decorations
2 people
Set up the results board
2 people
Install timing equipment
3 people
Mark the start and finish areas
3 people
Cordon off the bends
3 people
Set up judges' table
2 people
Set up first aid table
2 people

Event

Register participants
3 people
Hand out race numbers
2 people
Hand out transponders
2 people
Direct riders to changing rooms
2 people
Conduct the jury briefing
4 people
Conduct the rider briefing
3 people
Announce the opening
2 people
Guide qualifying runs
8 people
Process interim results
2 people
Refill drinks
2 people
Refill snacks
2 people
Inform the audience
2 people
Re-mop the ice
3 people
Announce finalists
2 people
Guide the final heats
8 people
Check results
3 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Publish final results
2 people
Collect transponders
2 people
Collect race numbers
2 people
Guide visitors to the exit
2 people

Aftercare

Catering breakdown
3 people
Gather sports equipment
4 people
Dismantle timing equipment
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Check borrowed items
2 people
Return items
2 people
Archive results
Email participant results
Check invoices

What to bring

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

Furniture

Information desk
Jury tablesqty 3
Buffet tablesqty 4
Folding chairsqty 80
Changing room benchesqty 12
Waste binsqty 8

Sports equipment

Conesqty 30
Sponsor bannersqty 12
Plastic blocksqty 60
Bib numbersqty 100
Transpondersqty 80
Spare skatesqty 4
Referee whistlesqty 6
Red flagsqty 6
Yellow flagsqty 6
Results board
Whiteboardsqty 3
Markersqty 12
First aid kitsqty 2
Ice bagsqty 20
Emergency blanketsqty 12
Safety vestsqty 15
Tape for sports flooringqty 12

Equipment

Electronic timing
Backup stopwatchqty 4
Laptopqty 3
Printersqty 2
Walkie-talkiesqty 10
Microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 4
Power banksqty 6
USB sticksqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pouring jugsqty 10
Coffee spoonsqty 80
Tongs and serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Food warmersqty 4
Thermos cups for the juryqty 20
Cooling platesqty 8

Decorations

Bannersqty 6
Buntingqty 8
Directional signsqty 12
Tableclothsqty 8
Name card holdersqty 20
Medal traysqty 3
Table décorqty 8

Lighting

LED lampsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Microfiber clothsqty 20
Rubber glovesqty 12
Floor squeegeesqty 3

Catering

Groceries

Tips

Close registrations before creating the match schedule, then confirm every participant and prepare the start lists. Last-minute changes are much easier to handle before the program and result forms are printed.
Assign referees, timekeepers and volunteers separately. Give each group a clear role and use walkie-talkies so rink-side decisions and schedule changes reach the entrance desk quickly.
Test electronic timing, the laptop, printers, microphone and speakers before opening the venue. Keep a backup stopwatch ready in case the primary timing system or power supply fails.
Check the sports and safety equipment as a complete set, including transponders, bib numbers, spare skates, whistles, red and yellow flags, cones and plastic blocks. Do not wait until the first heat to discover missing or damaged items.
Set up the entrance desk, jury tables, chairs and buffet before participants arrive. Fill coolers, place reusable cups and coffee cups out, and keep waste bins where people can reach them without blocking rink access.

Frequently asked questions

How far in advance should I open registration for a short track competition?: Open registration early enough to collect participant details and dietary requirements before scheduling starts. Set a clear closing date at least 7 days before the competition, leaving time to process entries and confirm participants.
When should I create the short track competition schedule?: Create the schedule after registration closes and participant entries have been checked. Aim to finish it several days before the event so start lists, the printed program and result forms can be prepared without rushing.
How many timekeepers and volunteers do I need for a short track competition?: The exact number depends on the number of heats and rink layout, but assign every timekeeping and venue task to a named person at least 3 days before the competition. Add a volunteer who can cover breaks and unexpected absences.
What should I test on the morning of a short track competition?: Test electronic timing, the backup stopwatch, laptop, printers, microphone, speakers and walkie-talkies before participants arrive. Allow at least 60 minutes for venue setup, equipment checks, the entrance desk and the catering buffet.

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