Six-Event Competition Checklist

A six-event competition needs more than six activities on a timetable. You need a clear match schedule, confirmed teams, volunteers at each field, safe equipment and a reliable setup plan. Start with the date, location and permissions, then move through registrations, rules and assignments before buying supplies. In the final week, check the forecast, inspect the grounds and test the sound system. On the day, welcome teams only after the fields, first aid station, food area and timing equipment are ready.

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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
Compile the game schedule
3 people
Check permits and notifications
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams and participants
2 people
Write out the game rules
2 people
Create the match schedule
2 people
Assign volunteers
2 people
Confirm reservations
Check the weather forecast
Do the shopping
3 people
Collect game materials
3 people
Chill drinks
2 people
Prepare race cards
2 people
Inspect the grounds
2 people
Set up tents and tables
4 people
Set up chairs and benches
3 people
Set out the game fields
5 people
Prepare game materials
4 people
Test audio and microphone
2 people
Set up the food and drink area
3 people
Set up the first aid station
2 people

Event

Welcome the teams
3 people
Explain the rules and safety
3 people
Give the starting signal
Assist the relay
4 people
Supervise water transport
4 people
Lead tug-of-war
4 people
Guide the agility course
4 people
Host team quiz
3 people
Guide the final game
5 people
Keep track of scores
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Check play areas in between
2 people
Announce the winners
2 people

Aftercare

Collect waste
3 people
Clean up game materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the grounds
4 people
Let materials dry
2 people
Return materials
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer benchesqty 8
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Relay batonsqty 12
Traffic conesqty 30
Barrier tapeqty 4
Ropesqty 6
Tug of war rope
Bucketsqty 12
Sponge ballsqty 24
Water tubsqty 6
Ballsqty 12
Hoopsqty 12
Beanbagsqty 24
Blindfoldsqty 12
Bib numbersqty 12
Team bibsqty 80

Equipment

Stopwatchesqty 6
Whistlesqty 8
Sound system
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4

Kitchen

Pitchersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6

Decorations

Team flagsqty 12
Directional signsqty 10
Scoreboardsqty 6
Prizesqty 3

Cleaning

Broom and dustpanqty 3
Mopsqty 3
Washing-up basinsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Build the competition schedule around setup and changeover time, not just the six events. Leave at least 10 minutes between rounds so volunteers can reset fields, move equipment and record results.
Close registrations before assigning teams and participants. A deadline at least 7 days before the competition gives you time to collect dietary requirements, prepare team bibs and print race cards.
Inspect the grounds 1–2 days beforehand and mark every field with cones, ropes or barrier tape. Check uneven ground, access routes and where extension cords or tents will sit before setup begins.
Assign one named volunteer to each field, plus a separate person for registration and first aid. Give officials stopwatches, whistles and the written rules before the first team arrives.
Plan drinks and food service separately from the competition area. Chill drinks in advance, prepare water tubs and coolers, and keep cutting boards, pitchers and thermos flasks at the food and drink station rather than beside the fields.

Frequently asked questions

How far in advance should I plan a six-event competition?: Confirm the date and location at least 6–8 weeks ahead. Send invitations and open registrations early enough to close entries about 7 days before the event, leaving time for teams, rules and schedules.
How many volunteers do I need for a six-event competition?: Plan for at least one volunteer per active field, plus one registration lead, one first-aid contact and one overall coordinator. If several events run at once, add a floater so equipment and timing issues do not stop a round.
When should I prepare the competition equipment?: Collect and check sports equipment 3–5 days before the event. Set out fields, tables, chairs, tents and the food area on the day itself, allowing at least 2 hours before team welcome for setup and testing.
What should I check the day before a six-event competition?: Check the weather forecast, reservations, permits, participant list and dietary requirements 24 hours beforehand. Also charge or test stopwatches, the microphone and sound system, and confirm that every volunteer knows their location and start time.

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.