Six-Event Competition Checklist: Plan It in the Right Order

A six-event competition needs more than six activities and a start time. You need fixed rules, a workable route, balanced teams, equipment for every station and a scoring system that keeps the day moving. Use this checklist to plan the program first, then handle registrations, supplies, food and site setup. The final checks cover power, weather, safety and the details that are easy to leave until the last hour.

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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 date and program
2 people
Determine game components and rules
3 people
Create participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign teams and team leaders
2 people
Create the game schedule and route
2 people
Reserve the venue and grounds
Check power supply
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Collect game materials
3 people
Prepare materials for each game
3 people
Print team cards and score sheets
Prepare the prize table
Chill drinks
2 people
Cut vegetables and fruit
2 people
Prepare snacks
3 people
Inspect the site
2 people
Cordon off the area
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up game stations
6 people
Set up signage
2 people
Set up the food and drink area
3 people
Set up the registration table
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Guide teams to starting positions
6 people
Explain the rules and safety
2 people
Supervise the six-event challenge
8 people
Record scores per section
6 people
Check water stations
2 people
Refill drinks
2 people
Serve snacks and fruit
3 people
Clear away game materials in between
3 people
Set up buffet
4 people
Serve the meal
5 people
Restock plates and cutlery
2 people
Clear away dishes
3 people
Check final scores
3 people
Announce the winners
2 people
Present prizes
2 people
Handle the final drink round
2 people
See participants off
3 people

Aftercare

Collect waste
4 people
Clean up game materials
5 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the kitchen and buffet
3 people
Leave the site clean
4 people
Wash tableware and equipment
3 people
Check stock
Store materials clean and dry
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Beer table setsqty 6
Buffet tablesqty 3
Registration desk

Sports equipment

Marker discsqty 40
Conesqty 50
Tug of war rope
Relay batonsqty 12
Water cups for gamesqty 100
Bucketsqty 12
Spongesqty 30
Ballsqty 12
Hoopsqty 12
Jump sacksqty 12
Blindfoldsqty 12
Cratesqty 20
Plastic sheetingqty 2
Water hosesqty 2
Scoreboard
Stopwatchesqty 6
Whistlesqty 8
Measuring tapesqty 3
First aid kit
Ice packsqty 20
Water jerry cansqty 4
Drinking cups for water stationsqty 100

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 3
Bluetooth speaker
Microphone
Megaphone
Power banksqty 4

Lighting

Outdoor lightsqty 6
String lightsqty 4

Decorations

Buntingqty 8
Team flagsqty 8
Balloonsqty 100
Balloon pumpqty 2
Barrier tapeqty 4
Directional signsqty 12
Pensqty 20
Clipboardsqty 8
Score sheetsqty 100
Team badgesqty 80
Waterproof markersqty 12
Tapeqty 6
Ropeqty 2
Cable tiesqty 100
Cone labelsqty 20

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Serving jugsqty 6
Serving traysqty 6
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Thermos flasksqty 4
Tongs and spatulasqty 6
Kettlesqty 2
Gas burnersqty 2
Gas cylindersqty 2

Catering

Groceries

Cleaning

Waste binsqty 8
Litter pickersqty 4
Broomsqty 4
Eye-catchersqty 2
Buckets for cleaningqty 3
Mopsqty 3
Toilet brushesqty 2

Tips

Set the program before inviting people. Define all six games, their rules, time limits and transition times first, then build the schedule and route around the available grounds.
Close registrations early enough to assign teams and team leaders. Collect dietary requirements at the same time, so food quantities and team cards are based on actual numbers rather than estimates.
Prepare one clearly labelled equipment set for each game. Count items such as cones, marker discs, balls, stopwatches and score sheets before loading them, not when the first team is waiting.
Plan the site in two passes: inspect the area and power supply before setup day, then cordon off hazards and position tents, tables and game stations on the day itself. Keep extension cords and power strips away from wet areas.
Finish food and refreshment preparation before competitors arrive. Chill drinks in coolers, prepare snacks, and keep a first aid kit and ice packs at the registration desk or another clearly announced location.

Frequently asked questions

How far in advance should I plan a six-event competition?: Set the date and reserve the venue at least 6 to 8 weeks ahead if several teams are involved. Aim to close registrations 7 to 10 days before the event so you can assign teams and print the schedule.
How long does a six-event competition take?: Allow roughly 3 to 5 hours for six events, depending on game length and travel between stations. Add 5 to 10 minutes between games for scoring, water breaks and moving teams.
How many people should be on each team?: Divide the final participant list into teams that fit the smallest game station and keep the team sizes as even as possible. Finalise the team list at least 3 days before the event so leaders can receive cards and instructions.
When should I check the weather for an outdoor competition?: Check the forecast 72 hours before the competition and again on the morning of the event. Use that timing to confirm party tents, water equipment, cordons and any changes to the route or schedule.

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.