Six-Day Event Checklist: What to Arrange and When

A six-day event needs more than a venue and a schedule. You need time to collect registrations and dietary requirements, confirm reservations, prepare race materials, and publish the competition schedule before participants arrive. Use this checklist to work from the planning stage through venue setup, equipment checks, catering, and the staff briefing. Pay particular attention to items that are easy to leave until the final day, such as bib numbers, accreditations, spare parts, cables, chilled drinks, and printed rules.

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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

Record match dates
2 people
Invite participants
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the match schedule
2 people
Confirm reservations
2 people
Order catering
2 people
Print the competition rules
Prepare race numbers
2 people
Sort accreditations
2 people
Do the shopping
3 people
Open venue
2 people
Check the floor and grandstands
3 people
Set up barriers along the track
6 people
Set up tables and chairs
5 people
Set up the reception desk
2 people
Set up the stage and jury table
4 people
Check the lighting
2 people
Test sound equipment
2 people
Set out game materials
4 people
Chill drinks
3 people
Prepare snacks
4 people
Hang decorations
3 people
Give staff briefing
4 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Have riders warm up
3 people
Welcome the audience
4 people
Supervise competition events
8 people
Keep track of round counting
3 people
Record split times
3 people
Announce race information
2 people
Open catering desk
4 people
Serve snacks
4 people
Refill drinks
3 people
Empty trash bins
2 people
Process results
2 people
Support awards ceremony
4 people
Ensure the audience leaves safely
4 people
Replenish daily catering
3 people
Carry out the daily track inspection
4 people
Support the Daily Competition
8 people
Publish daily results
2 people
Support the Daily Competition
8 people
Support the Daily Competition
8 people
Support the Daily Competition
8 people
Support the Daily Competition
8 people
Run the final and award ceremony
6 people

Aftercare

Store leftovers safely
3 people
Clear the track and spectator area
6 people
Take down tables and chairs
5 people
Remove barriers
6 people
Wash dishes and kitchen equipment
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Inventory competition supplies
2 people
Archive results
Return materials
3 people
Process leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 20
Chairsqty 120
Bar stoolsqty 12
Reception desk
Judges' tableqty 2
Stage
Clothes racksqty 4

Sports equipment

Wooden track planks
Bib numbersqty 80
Spare bicyclesqty 4
Round signsqty 6
Stopwatchesqty 8
Round countersqty 4
Competition bibsqty 20
Bike pumpsqty 4
Tool casesqty 3
Spare inner tubesqty 30
Conesqty 30
Ribbonsqty 12
Barriersqty 80

Equipment

Speakersqty 4
Microphonesqty 3
Mixer
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 20
Coolersqty 8
Food warmersqty 6
Coffee machinesqty 4
Kettlesqty 3

Tableware

Reusable glassesqty 300
Coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Pouring jugsqty 20
Serving traysqty 20

Decorations

Buntingqty 20
Event postersqty 12
Directional signsqty 20
Name badgesqty 120

Lighting

LED lampsqty 16
Light Stripsqty 8

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Serving tongsqty 12
Thermos flasksqty 10

Cleaning

Waste binsqty 20
Mop setsqty 4
Vacuum cleanersqty 2
Cleaning bucketsqty 6

Catering

Groceries

Tips

Set the registration deadline before ordering catering. Once registrations are processed, use the final participant count to plan food, drinks, bib numbers, accreditations, and competition materials.
Publish the competition schedule before the event begins, then print the competition rules and prepare race numbers in advance. Participants and staff should not be waiting at the reception desk for basic information.
Book setup time on the opening day rather than treating it as a last-minute task. Allow enough time to inspect the floor and grandstands, install track barriers, arrange tables and chairs, and set up the reception and jury areas.
Test the complete sound system before the venue fills up: speakers, microphones, mixer, extension cords, power strips, and cable mats. A microphone that works on its own may still fail once everything is connected.
Prepare a repair point for the sporting equipment. Keep pumps, tool cases, spare inner tubes, spare bicycles, stopwatches, lap counters, cones, and barriers together so small problems do not interrupt the programme.

Frequently asked questions

How far in advance should I send invitations for a six-day event?: Send invitations at least 6 to 8 weeks before the event if participants need to plan several days away. Set a registration deadline around 2 weeks before the start date so you can confirm numbers, dietary requirements, catering, and accreditations.
When should I publish the schedule for a six-day event?: Publish the schedule at least 7 days before the first day whenever possible. Keep a printed copy at the reception desk and provide the final version to staff during the briefing.
How early should the venue be opened on setup day?: Open the venue at least 4 to 6 hours before participants arrive for a full setup. Use that time to inspect the floor and grandstands, install barriers, arrange furniture, test lighting and sound, and set out the game materials.
How much food and drink should I prepare for a six-day event?: Base catering on the final registration count and add a 5 to 10 percent buffer for staff, guests, and changes. Chill drinks and prepare snacks before the first activity, while hot food, coffee, and water should be checked again during each day’s service.

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.