Six-event competition checklist

A six-event competition needs more than six games and a start time. You need a clear team format, written rules, a match schedule, trained game leaders and enough equipment for several activities running in sequence. This checklist takes you from confirming the venue and sending invitations to assembling teams, setting up the site and keeping scores on the day. Use the deadlines to avoid the details that are commonly left until the final week.

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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
Determining six-event team setup
2 people
Write out the game rules
2 people
Create the match schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Instruct game leaders
2 people
Reserve venue
Check permits
Arrange toilets
Arrange waste collection
Check music and power
2 people
Check the weather forecast
Finalize the participant list
2 people
Assemble teams
2 people
Do the shopping
3 people
Collect game materials
3 people
Fill coolers
2 people
Print the run sheet
Prepare prize cups
Inspect the site
3 people
Cordon off the area
3 people
Set up the tents
4 people
Set up tables and chairs
4 people
Set up game stations
6 people
Set up start and finish lines
2 people
Set up score tables
2 people
Set up music
2 people
Safely cover power cables
2 people
Chill drinks
3 people
Prepare snacks
3 people
Prepare barbecue
3 people
Set up buffet tables
3 people
Lay out team vests
2 people
Conduct a safety check
3 people

Event

Receive participants
4 people
Announce the teams
2 people
Explain the game rules
2 people
Assist the relay
6 people
Supervise water transport
6 people
Lead tug-of-war
6 people
Supervise sack race
6 people
Oversee ball transport
6 people
Guide the final game
6 people
Process scores
2 people
Refill drinks
2 people
Serve snacks
2 people
Light the barbecue
2 people
Prepare barbecue dishes
4 people
Serve the buffet
4 people
Collect tableware
2 people
Handle prize ceremony
3 people
Provide music
See participants off
3 people

Aftercare

Collect waste
4 people
Clean up game materials
4 people
Safely extinguish barbecue
2 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Check materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Coolersqty 6

Sports equipment

Team bibsqty 36
Conesqty 36
Relay batonsqty 6
Buckets of waterqty 12
Plastic cups for the gameqty 120
Tug-of-war ropesqty 2
Trash bagsqty 12
Soft ballsqty 12
Hoopsqty 12
Plastic binsqty 12
Spongesqty 24
Stopwatchesqty 6
Measuring tapesqty 3
Whistlesqty 6
Bib numbersqty 36
Scoreboardsqty 6
Score sheetsqty 50
Pensqty 24
Waterproof game rulesqty 6
Barrier tapeqty 4
Herringqty 40
Rubber malletsqty 4

Equipment

Battery speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Batteriesqty 24
Barbecueqty 2
Gas cylindersqty 2
Fire blanketsqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable glassesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 60
Serving spoonsqty 12
Cutting boardsqty 4
Scissorsqty 4

Kitchen

Ice packsqty 24
Barbecue tongsqty 4
Barbecue spatulasqty 4
Serving plattersqty 12
Food warmersqty 6
Aluminum traysqty 12
Aluminum foilqty 3
Cooling bagsqty 4

Decorations

Buntingqty 8
Team flagsqty 6
Directional signsqty 12
Prizesqty 6

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 4
Cleaning glovesqty 8
First aid kit

Catering

Groceries

Tips

Set the team format before opening registration. Decide how many people belong on each team, whether substitutes are allowed and how points are awarded across all six events.
Write the rules and schedule early, then print waterproof copies for game leaders. Include event order, round lengths, scoring, tie-breakers and where each activity takes place.
Close registrations before shopping and team assembly. Collect dietary requirements at the same time, then prepare the final participant list and team bib numbers at least 3 days before the competition.
Brief volunteers and game leaders before event day rather than at the first whistle. Give each leader the rules, a stopwatch, score sheets, pens and a clear handover time between events.
Inspect the site on the day before setup. Check tent positions, power for the battery speaker and microphone, toilets, waste collection, barrier tape and enough space for water-based games and team movement.

Frequently asked questions

How far in advance should I plan a six-event competition?: Start at least 6 weeks before the competition. Confirm the date and location first, then allow 3 to 4 weeks for invitations, registrations, dietary requirements, volunteers and equipment checks.
How many game leaders do I need for a six-event competition?: Plan on one game leader for each event running at the same time, plus at least one floating volunteer for scores, equipment and breaks. Confirm the volunteer roster no later than 7 days before the event.
When should I send invitations for a six-event competition?: Send invitations 4 to 6 weeks before the event and set a registration deadline about 10 days before it. This leaves enough time to finalize teams, buy supplies and print the schedule and score sheets.
What should I prepare the day before a six-event competition?: Collect and check all game materials, fill the coolers, print the run sheet, prepare prize cups and inspect the site. Set up tents and cordon off the area only when the venue and weather conditions make it safe.

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