Tent Setup Competition Checklist and Planning Guide

A tent setup competition needs more than tents and a start signal. You need clear rules, confirmed teams, labelled equipment, a measured competition area and a site plan that works in the weather. Use this checklist to organise the event in the right order, from registrations and shopping to the final field setup. It also helps you catch details that are often left until the last hour, such as charged timers, dietary requirements and equipment at each team’s starting position.

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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

Write out the competition rules
Reserve the competition area
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Create teams and starting order
Check tent sets
2 people
Label tent sets by team
2 people
Do the shopping
2 people
Print match cards
Print participant list
Check prizes and medals
Charge timers and megaphone
Set out materials by zone
3 people
Check the weather forecast
Check the site and ground surface
2 people
Mark out the competition field
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Place tent sets at starting positions
4 people
Chill drinks
2 people
Set Up Buffet and Snacks
3 people
Set up judges' table
2 people

Event

Register participants
3 people
Explain team assignments
Give safety instructions
Demonstrate tent setup
2 people
Start the first competition round
3 people
Record setup times
3 people
Check tent safety
3 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Announce the final round
Guide the final round
3 people
Check final times
3 people
Serve the meal
4 people
Announce the winners
2 people
Present prizes
2 people
Have tents taken down
4 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Pack tent materials dry
4 people
Wash the dishes and kitchenware
3 people
Clean the grounds
3 people
Count and store materials
2 people
Let tents and tarps dry
2 people
Clean equipment
2 people
Return borrowed equipment
2 people
Send results to participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
Buffet tablesqty 3

Sports equipment

Two-person tentsqty 12
Ground tarpsqty 12
Herring bagsqty 12
Rubber malletsqty 12
Work glovesqty 24
Measuring tapesqty 3
Barrier tapeqty 4
Conesqty 24
Stopwatchesqty 4

Equipment

Megaphone
Power banksqty 4
Extension cordsqty 2
Power stripsqty 2
Clipboardsqty 4
Pensqty 24
Waterproof scorecardsqty 20
Prize certificatesqty 3

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Decorations

Start flagsqty 10
Finish flag
Direction arrowsqty 12
Team labelsqty 12
Medalsqty 12

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8
Pitchersqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Coffee machinesqty 2

Cleaning

Washing-up basinsqty 3
Dish brushesqty 3
Dustpans and brushesqty 2
Water jerry cansqty 4

Safety

First aid kit
Flashlightsqty 4

Catering

Groceries

Tips

Write the rules before sending invitations. State the team size, time limit, scoring method, safety rules and what counts as a correctly completed tent so every participant receives the same information.
Label each two-person tent set with its team name and check every set before event day. Keep the matching ground tarp, herring bags, rubber mallet, measuring tape and work gloves together to prevent a missing item delaying one team.
Finish the site check at least one day before the competition. Confirm that the ground is suitable, mark the field with cones and barrier tape, and decide where the registration desk, judges’ table, buffet and starting positions will go.
Charge stopwatches, the megaphone and power banks the night before. Bring extension cords and power strips only where they are safe to use, and keep battery lanterns available if the event continues into low light.
Plan the final two hours as a setup block: build party tents, arrange tables and chairs, place the tent sets, chill drinks and set out snacks. Keep the participant list, match cards, start flag and finish flag at the registration or judges’ table rather than packed in a storage box.

Frequently asked questions

How far in advance should I organise a tent setup competition?: Start planning 4 to 6 weeks ahead if participants need to register. Send invitations early, close registrations about 7 days before the event, and confirm teams and dietary requirements no later than 3 days before.
How long does a tent setup competition take?: Allow 2 to 3 hours for the competition itself, depending on the number of teams and the time limit. Add at least 2 hours before the start for field marking, equipment placement, registration and safety checks.
How many people are needed to run a tent setup competition?: Plan for at least 3 organisers for a small event: one at registration, one managing the start and timing, and one judging the results. Add one judge per competition zone when several teams start at the same time.
What should I check on the day before a tent setup competition?: Check the weather forecast, ground surface, tent sets, labels, prizes, printed match cards and participant list. Charge timers and the megaphone, then pack backup power banks and confirm that drinks and snacks cover the registered participants.

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