Six-Event Competition Checklist

A six-event competition needs more than six activities and a start time. You need confirmed teams, clear rules, enough equipment for every station, and a scoring system that works when the schedule gets busy. Start by fixing the date and location, then work through registrations, team assignments, reservations and materials. In the final week, check the forecast, prepare score sheets, brief volunteers and organise food and drinks so setup does not compete with guest arrival.

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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

Confirm date and location
2 people
Choose the final game components
3 people
Estimate attendee numbers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assemble teams
2 people
Send out team assignments
Check the weather forecast
Confirm reservations
Write out the game rules
2 people
Prepare score sheets
Create run sheet and floor plan
2 people
Assign volunteers
2 people
Arrange first aid contact
Check the shopping list
2 people
Inventory the game materials
2 people
Reserve materials
Order prizes and medals
Do the shopping
3 people
Chill drinks
2 people
Set out non-perishable groceries
2 people
Sort fruit and snacks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Prepare coffee and tea
2 people
Inspect the site
3 people
Cordon off the area
3 people
Set up tables and chairs
4 people
Build party tents
6 people
Set up the competition stations
4 people
Prepare game materials by mail
6 people
Mark the start and finish lines
2 people
Set up the scoring table
2 people
Set up the catering table
3 people
Place waste stations
2 people
Test sound system
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register teams
3 people
Give the introduction briefing
2 people
Lead game round one
8 people
Lead round two of the game
8 people
Guide the third round
8 people
Process scores after each round
2 people
Refill drinks
3 people
Restock snacks and fruit
2 people
Serve snacks
3 people
Serve sandwiches
4 people
Run game round four
8 people
Guide game round five
8 people
Guide game round six
8 people
Announce interim standings
Check final scores
3 people
Announce the winners
2 people
Present prizes
2 people
See participants off
4 people

Aftercare

Collect waste
4 people
Clean up catering
3 people
Collect game materials
6 people
Clear tables and chairs
4 people
Take down party tents
6 people
Clean the grounds
5 people
Wash dishes
3 people
Store leftovers refrigerated
2 people
Switch off equipment
2 people
Check materials
2 people
Return borrowed materials
2 people
Dispose of waste
2 people
Distribute leftover food
2 people
Return venue keys

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Beer tablesqty 6
Stoolsqty 12
Dressing room tablesqty 2

Sports equipment

Conesqty 40
Marking tapeqty 4
Team bibsqty 60
Stopwatchesqty 8
Whistlesqty 8
Scoreboardsqty 6
Scorecardsqty 80
Pensqty 20
Bucketsqty 12
Spongesqty 30
Water tubsqty 6
Ropesqty 8
Skipping ropesqty 12
Ballsqty 20
Relay batonsqty 12
Hoopsqty 12
Sandbagsqty 12
Blindfoldsqty 12
Plastic cups for gamesqty 100
Crawl tunnelsqty 2
Obstacle blocksqty 12
Pull cord
Rubber matsqty 8
Measuring tapesqty 3
Basketball hoopsqty 2
Plastic conesqty 20
Bean bagsqty 20
Glue boxesqty 2
Tug of war rope
Starter pistol
Spare batteriesqty 2

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Speaker standsqty 2

Tableware

Reusable drinking cupsqty 100
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Bread knivesqty 2
Serving spoonsqty 8
Thermos flasksqty 4
Corkscrewsqty 2
Ice packsqty 24

Decorations

Team flagsqty 6
Welcome sign
Directional signsqty 12
Prize trophiesqty 3
Medalsqty 20

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Buckets for cleaningqty 3
Mopsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the competition. Use the final attendee count to assemble teams, collect dietary requirements and send team assignments before event day.
Write the rules for all six events before preparing the score sheets. Include scoring, time limits, tie-breakers and what happens when a team misses an attempt.
Inventory the equipment at least 3 days ahead. Count items such as stopwatches, whistles, team bibs, balls, ropes, measuring tapes and scorecards, then reserve or replace anything missing.
Create the run sheet and floor plan no later than 2 days before the event. Mark each activity area with cones or marking tape and leave a clear route between stations, food tables and seating.
Chill drinks and prepare perishable food on the day, while setting out non-perishable groceries earlier. Prepare sandwiches and snacks before competitors arrive, and keep water available near the activity areas.

Frequently asked questions

How far in advance should I organise a six-event competition?: Confirm the date and location at least 4 weeks ahead, then open registrations. Set the registration deadline 7 days before the event so you have time to form teams, send assignments and check dietary requirements.
How many volunteers do I need for a six-event competition?: Plan for at least 1 person responsible for each active event station, plus 1 overall coordinator and 1 person for first-aid contact and practical issues. Add volunteers if stations run at the same time or equipment must be reset between rounds.
When should I prepare the rules and score sheets?: Finish the rules and score sheets at least 3 days before the competition. Test one sample round with the scoring method, then print spare scorecards and place pens at every scoring point.
What should I check the day before a six-event competition?: Check the weather forecast, confirm reservations, inspect all game materials and review the floor plan the day before. Also verify that prizes, medals, team bibs, drinks and prepared food are ready or assigned to someone.

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.