Sport Climbing Competition Checklist

A sport climbing competition depends on more than route setting and a start list. You need the format, rules, insurance, judges, emergency procedure and volunteer cover agreed before competitors arrive. This checklist takes you from venue booking and registration through route inspection, scoring, catering and final results. It also highlights details that are often left until the last day, such as chilled catering, printed score sheets, starter groups and a complete check of climbing and route-building equipment.

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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 venue
Check the competition schedule
Draw up competition rules
2 people
Finalize route builders
Assign judges
Check competition insurance
Send invitations
2 people
Open registration form
Keep track of the participant list
Collect dietary requirements
Create volunteer schedule
2 people
Confirm participants
Assign starter groups
2 people
Develop route designs
3 people
Coordinate Emergency Procedure
3 people
Order catering
Order prizes and medals
Print the starting lists
Print score sheets
Check Route-Building Materials
2 people
Inspecting climbing equipment
2 people
Do the shopping
2 people
Store catering chilled
2 people
Prepare match information
2 people
Open venue
2 people
Clear the climbing walls
3 people
Build competition routes
4 people
Number routes
2 people
Have routes checked
3 people
Set up the registration desk
2 people
Set up the waiting area
2 people
Set up judges' table
2 people
Set up crowd barriers
3 people
Build the catering buffet
2 people
Chill drinks
2 people
Prepare number bibs
2 people
Prepare score materials
2 people
Prepare first aid supplies
Test the sound and lighting
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out start bibs
2 people
Give participant briefing
3 people
Welcome the audience
2 people
Check climbing safety
3 people
Run the competition round
8 people
Record scores
3 people
Handle jury questions
2 people
Refill drinks
2 people
Serve snacks
2 people
Check climbing equipment during the event
2 people
Announce finalists
2 people
Prepare the final
4 people
Lead the final
8 people
Check final scores
3 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
See the audience out
2 people

Aftercare

Close catering
2 people
Dismantle climbing routes
4 people
Sort climbing gear
3 people
Archive scoring materials
2 people
Dismantle furniture
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Return borrowed materials
2 people
Publish results
Inform participants
Store leftovers
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 4
Clothes racksqty 2
Bollardsqty 20

Sports equipment

Climbing ropesqty 12
Climbing harnessesqty 12
Helmetsqty 12
Safety Devicesqty 12
Carabinersqty 24
Safety ropesqty 12
Climbing ropes for routesqty 12
Crash padsqty 8
Climbing bagsqty 12
Climbing brushesqty 12
Climbing holdsqty 120
Hold-down boltsqty 160
Route mapsqty 30
Directional signsqty 30
Matsqty 12
Toolboxesqty 3
Allen keysqty 12
Master keysqty 3
Safety helmets for route constructionqty 4
Dust gogglesqty 4

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 8
Megaphonesqty 2
Power banksqty 6
Charging cablesqty 10

Lighting

LED work lightsqty 6
Battery lampsqty 6

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving plattersqty 10
Pouring jugsqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 12
Serving tongsqty 6
Thermos flasksqty 4
Ice packsqty 20

Decorations

Race bibsqty 100
Name badgesqty 100
Competition postersqty 10
Direction arrowsqty 20
Stage signsqty 3
Medalsqty 12
Prizesqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 8

Catering

Groceries

Tips

Set the competition format and rules before opening registration. Participants need clear information about categories, attempts, scoring, start times and cut-off dates before they sign up.
Confirm route builders, judges and volunteers several weeks ahead, then publish a rota with arrival times. Leave separate cover for registration, starting groups, scoring, food service and emergencies.
Inspect every item used for climbing and route construction before the event, including ropes, harnesses, helmets, safety devices, carabiners, mats, holds, bolts and tools. Do not wait until route setting day to discover missing or damaged equipment.
Print the starting lists and score sheets before competitors arrive, and keep digital copies on the laptop or tablets. Prepare route maps, directional signs and match information so competitors can find registration, warm-up areas and climbing zones without asking staff.
Arrange catering early and keep perishable food chilled until service. Collect dietary requirements during registration, confirm the final participant count, and schedule shopping and setup so food does not compete with route inspection or the opening briefing.

Frequently asked questions

How far in advance should I organise a sport climbing competition?: Start venue, insurance and competition-format planning at least 8 to 12 weeks before the event. Open registration only after the rules, schedule and basic safety arrangements are confirmed.
What equipment do I need for a sport climbing competition?: Allow for climbing and safety equipment, route-setting materials, mats, scoring and registration equipment, signs, furniture and power supplies. Check all 62 planned items at least 7 days before the competition and again during final setup.
When should I assign judges and route builders?: Confirm route builders around 6 to 8 weeks before the competition and assign judges no later than 3 to 4 weeks beforehand. This gives you time to develop routes, explain the rules and cover absences with volunteers.
How do I prepare the start list for a climbing competition?: Close or review registration after the stated deadline, confirm every participant and assign starter groups before printing. Print the final starting lists and score sheets 1 day before the event, with a digital backup available on the laptop or tablets.

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