Ski competition checklist and planning guide

A ski competition needs more than a course and a start list. Use this checklist to work through permits, insurance, rules, registrations, volunteers, timing, catering and prizes in the right order. The final week is mainly about confirming people, checking equipment and watching the weather. On competition day, leave enough time to inspect the course, test communications and prepare results before the first starter arrives.

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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 competition format
2 people
Reserve competition venue
Check permits
Arrange competition insurance
Draw up competition rules
2 people
Define participant categories
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Assign starter groups
2 people
Publish start times
Assign volunteers
2 people
Confirm judges
Order catering
Order prizes and medals
Check the weather forecast
Finalize the course
3 people
Do the shopping
2 people
Check equipment
3 people
Sort bib numbers
2 people
Print results forms
Lay out medals

Event

Inspect the competition area
3 people
Set out the course
5 people
Mark the start and finish area
3 people
Set up tents and tables
5 people
Set up registration desk
2 people
Set up judges' table
2 people
Test time tracking
3 people
Test the PA system
2 people
Chill drinks
2 people
Prepare snacks
3 people
Receive participants
3 people
Hand out race numbers
2 people
Let participants warm up
3 people
Give welcome briefing
2 people
Check course safety
4 people
Guide the first heat
6 people
Record split times
3 people
Refill drinks
2 people
Serve snacks
2 people
Keep the break area clean
2 people
Repair the course between heats
4 people
Publish interim results
2 people
Guide the second heat
6 people
Check final times
3 people
Process results
2 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
See participants off
3 people

Aftercare

Gather competition materials
5 people
Remove course markings
4 people
Take down tents and tables
5 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
4 people
Post the results online
Thank participants
Clean and dry the equipment
3 people
Return rented equipment
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
Judges' table
Crowd control barriersqty 20

Sports equipment

Slalom gatesqty 24
Gate polesqty 12
Marker conesqty 40
Course tapeqty 4
Starting gate
Spare polesqty 10
Spare skisqty 4
Spare ski polesqty 6
Scoopsqty 4
Snow brushesqty 4
Bib numbersqty 80
Medal ribbonsqty 12
Medalsqty 12
Cupsqty 3

Equipment

Time registration system
Stopwatchesqty 4
Walkie-talkiesqty 8
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
PA system
Microphoneqty 2
Power banksqty 4
First aid kitsqty 2
Thermometersqty 2

Lighting

Work lightsqty 4
Light Stripsqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Thermos flasksqty 6
Serving jugsqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Serving utensilsqty 8

Decorations

Competition flagsqty 12
Direction signsqty 10
Registration signsqty 2
Tableclothsqty 8

Cleaning

Waste binsqty 8
Hand broomsqty 4
Bucketsqty 4

Catering

Groceries

Tips

Set the competition format and participant categories before opening registration. Publish the rules and registration deadline at least 2–3 weeks before the event so you can form starter groups and publish start times without last-minute changes.
Confirm the venue, permits and competition insurance before sending invitations. Ask the venue about power access, snow conditions and where to place the judges’ table, crowd barriers, tents and first-aid equipment.
Assign volunteers and confirm judges no later than 7 days before the competition. Give each person a clear position and provide walkie-talkies or another agreed communication method for the start, finish and course team.
Check timing and paperwork at least 1 day before the event. Test the time registration system, stopwatches, laptop, printer, extension cords and power strips, then print spare results forms and sort bib numbers.
Do the final course inspection on the morning of the competition, after checking the latest weather forecast. Count spare poles, skis and ski poles, place course markers and tape, and keep snow brushes and scoops available for quick repairs.

Frequently asked questions

How far in advance should I organize a ski competition?: Start planning at least 6–8 weeks ahead. Reserve the venue, check permits and insurance first, then allow 2–3 weeks for invitations, registrations and participant grouping.
When should ski competition registration close?: Close registration about 7 days before the event. This gives you time to confirm dietary requirements, update the participant list, assign starter groups and publish start times.
How many volunteers do I need for a ski competition?: Plan for at least 1 volunteer at registration, 2–3 people around the course, 1 person at the start, 1 at the finish and 1 results coordinator. Add more course staff if spectators or separate categories need control.
What should I check the day before a ski competition?: Test the timing system, PA system, microphone, laptop and printer, and charge power banks and radios. Prepare bib numbers, medals, ribbons, cups and printed results forms, then confirm judges, catering and volunteer arrival times.

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.