Tracking Dog Competition Checklist: Plan It in the Right Order

A tracking dog competition depends on more than a marked search area and a start list. You need clear rules, a workable judging setup, suitable insurance and permits, and enough time to check every dog and team. This checklist takes you from venue and competition design through registration, volunteer briefing, equipment, catering and the final weather check. Use it to keep participant information, search materials and site logistics aligned before competition day.

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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

Reserve competition venue
Set the match rules
2 people
Set the jury and competition management
2 people
Check insurance and permits
Define competition elements
3 people
Mark search areas
3 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Check dog details
2 people
Assign starter groups
2 people
Publish start times
Send participant information
Recruit volunteers
2 people
Assign volunteers
2 people
Write volunteer briefing
Order prizes and rosettes
Have printed materials made
Order catering
2 people
Do the shopping
2 people
Check the weather forecast
Send participant reminder
Gather competition materials
3 people
Print number lists and score sheets
2 people
Fill coolers
2 people
Inspect the grounds
3 people
Set up the scavenger hunt course
4 people
Place search items
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up judges' table
2 people
Set up signage
2 people
Mark off the dog rest area
2 people
Set up dog water stations
2 people
Test audio and microphone
2 people
Set up catering
3 people
Give the jury briefing
4 people
Give volunteer briefing
3 people

Event

Open the registration desk
3 people
Receive participants
3 people
Hand out race numbers
2 people
Explain dog safety
Give the opening briefing
2 people
Send start groups to the course
3 people
Guide scavenger hunt challenges
6 people
Record times and results
3 people
Check the course midway
2 people
Refill dog water
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Empty trash bins
2 people
Check score calculation
2 people
Announce finalists
Lead the final
4 people
Check the final results
3 people
Handle prize ceremony
3 people
Give a thank-you speech
See participants off
3 people

Aftercare

Gather competition materials
4 people
Dismantle the course
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Empty and clean coolers
2 people
Collect waste
3 people
Clean the grounds
4 people
Return materials
2 people
Archive score sheets
Send results to participants
Share photos with participants
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Foldable tablesqty 4
Waste binsqty 8

Sports equipment

Crowd control barriersqty 30
Conesqty 40
Barrier tapeqty 8
Bib numbersqty 80
Search objectsqty 30
Dummy scentsqty 12
Scavenger hunt bagsqty 20
Measuring tapesqty 4
Stopwatchesqty 8
Dog water bowlsqty 12
Dog crateqty 4
Spotlightqty 2
Training linesqty 12
Dog waste bag dispensersqty 6
Dog waste bag rollsqty 60

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Scissorsqty 6
Serving utensilsqty 12

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 5
Power stripsqty 4
Portable speaker
Wireless microphone
Megaphone
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 3
Ice packsqty 24
Water jugsqty 8
Storage boxesqty 12
Aluminum foilqty 3
Cling filmqty 3

Decorations

Competition flagsqty 12
Bannersqty 6
Tableclothsqty 10
Directional signsqty 14
Chalkboardsqty 4
Name badgesqty 40

Catering

Groceries

Tips

Confirm the venue, insurance and permits before opening registration. Participants need to know the exact site, access arrangements and competition format before they sign up.
Set the rules, judging structure and competition elements before assigning starter groups. This prevents late changes to search areas, scoring and published start times.
Publish participant information after checking dog details and dietary requirements. Include start times, what handlers should bring, where to report and how groups will move between areas.
Brief volunteers in writing and assign specific roles before the event. Cover registration, stewarding, timing, crowd control, dog welfare, waste disposal and who makes decisions during the competition.
Pack competition and site equipment by function, not just by item. Keep bib numbers, search objects, dummy scents, measuring tapes, stopwatches, water bowls and dog waste bags together so setup teams can work without searching through boxes.

Frequently asked questions

How far in advance should I organise a tracking dog competition?: Start venue, rules, insurance and permit checks at least 8 to 12 weeks ahead. Open registration only after the competition format and search areas are workable.
When should I publish start times for a tracking dog competition?: Publish the final start times after registrations are processed, dog details are checked and starter groups are assigned. Aim to send them at least 5 to 7 days before the competition.
How many volunteers do I need for a tracking dog competition?: Plan one clearly assigned volunteer for each active function, such as registration, judging support, timing, stewarding and site control. Add at least 2 spare volunteers for breaks, delays and last-minute absences.
What equipment is easy to forget for a tracking dog competition?: Small operational items are often missed: stopwatches, measuring tapes, bib numbers, barrier tape, scissors, dog water bowls and waste bag rolls. Pack and check these at least 24 hours before setup.

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.