Gymnastics Competition Day Planning Guide

A gymnastics competition day is unlike any other community sport event. You're not on a field or a court - you're in a gymnasium with four to six apparatus stations running simultaneously, each requiring specific equipment, safety matting, qualified judges, and a rotation schedule that moves groups of gymnasts through each station on a tight timetable.

The equipment alone is a major operation. Setting up a full artistic gymnastics competition floor takes two to three hours: vault runway and table, uneven bars, balance beam, floor exercise area with springs and carpet, plus all the landing mats, safety mats, and springboards. Every piece needs to be checked, adjusted, and certified safe before a single gymnast touches it.

This guide covers the planning from three weeks out through pack-down. For the broader competition day experience, see our gymnastics game day experience guide.

Three weeks before

Competition framework

• Confirm the competition format with your state gymnastics body (Gymnastics NSW, Gymnastics Victoria, Gymnastics Queensland, etc.) or your regional association. Confirm the levels competing, the apparatus in use, and the programme format.
• Confirm entries. Most gymnastics competitions use an online entry system managed through Gymnastics Australia or the state body. Close entries at least two weeks before the competition and generate the competition order.
• Build the rotation schedule. Gymnasts compete in groups, and each group rotates through the apparatus in a set order. For a four-apparatus artistic programme (vault, bars, beam, floor), four groups rotate simultaneously. Each rotation is timed - typically 20 to 30 minutes per apparatus depending on group size.
• Publish the rotation schedule and competition order to all competing clubs. Include warm-up times, march-in times, and session start times.

Judging panel

This is the most critical piece of planning. Qualified gymnastics judges are scarce. Most state bodies require accredited judges for sanctioned competitions, and the accreditation levels correspond to the competition levels.

• Submit your judging requirements to the state body at least three weeks before the competition.
• Confirm the head judge and apparatus judges for each station. For a four-apparatus artistic competition, you need a minimum of two judges per apparatus (a difficulty judge and an execution judge), plus a head judge overseeing the panel.
• That's a minimum of nine judges. For larger competitions with multiple panels, you may need 15 to 20.
• Confirm judge fees and arrange payment. Most judges are paid an honorarium per session.
• If your club is expected to supply judges from among your own coaching or volunteer base, confirm they hold current accreditation and are not also coaching on the day.

Volunteer roster

• Competition coordinator (1) - Oversees the entire event. Not coaching, not judging, not running the canteen.
• Apparatus setup crew (6 to 10) - Setting up and adjusting four to six apparatus stations. This is physical work and requires people who know the equipment.
• Rotation coordinator (1 to 2) - Manages the rotation schedule on the day, keeping groups moving between apparatus on time.
• Scoring/results officer (1 to 2) - Operates the results software, collects score sheets from judges, enters scores, and generates rankings.
• Announcer (1) - MC duties, rotation announcements, results.
• Marshal (2 to 4) - Guides gymnasts to the correct apparatus, manages warm-up access, and keeps non-competing gymnasts off the floor.
• First aid officer (1 to 2) - Qualified. Positioned with a clear view of the competition floor.
• Canteen crew (3 to 4) - Competitions can run six to eight hours. Families need food and coffee.
• Door/entry volunteer (1 to 2) - Manages spectator entry, collects entry fees (if applicable), and distributes programmes.
• Photography (1) - Optional but valued by families. Coordinate with the competition coordinator on appropriate positioning.

Total: 20 to 30 volunteers. Recruit early - gymnastics parents are usually willing, but they need specific roles and specific times.

Two weeks before

• Inspect all apparatus. Every piece of competition equipment needs to be checked for safety: bolts tightened, cables intact, mats in good condition, springs functioning. If anything fails inspection, you have two weeks to repair or replace it.
• Confirm mat inventory. You need competition landing mats, safety mats (sting mats), supplementary mats around each apparatus, and a full floor exercise area with spring floor if applicable. Missing mats are a common day-of crisis - check now.
• Test the scoring system. Most competitions use dedicated gymnastics scoring software. Confirm it's set up with the correct events, levels, and judging criteria. Run a test with sample scores.
• Prepare competition packs for each competing club: rotation schedule, venue map, warm-up times, rules of conduct, and spectator information.
• Confirm music playlists for floor exercise (if gymnasts are performing to music). Check the sound system and confirm the format (USB, phone connection, CD).
• Order medals, trophies, or ribbons for presentations.
• Confirm catering stock and menu.

Day before

• Set up the gymnasium if your venue allows early access. A full apparatus setup takes two to three hours. If you can do it the day before, you save the morning-of scramble and allow time for a proper safety inspection.
• If setting up the day before: install vault runway and table, set uneven bars frame and rails, position balance beam, lay floor exercise springs and carpet. Do not leave equipment unattended overnight without securing the venue.
• If setting up on competition morning: schedule the setup crew to arrive at least three hours before the first warm-up session.
• Test the PA system and music playback.
• Set up the scoring table with laptops, printers, and a backup system.
• Print score sheets for each judge, competition programmes, and rotation schedules.
• Set up spectator seating and the canteen area.
• Send a final reminder to all volunteers, judges, and competing clubs with arrival times and any last-minute changes.

Competition morning - three hours before first session

Apparatus setup and safety

If you're setting up on the day (not the night before), this is the critical window. Three hours is tight - don't lose time.

• Vault: Install the runway (25m), springboard, and vault table. Set the table to the correct height for the first competing level (heights differ between levels and between men's and women's artistic). Place landing mats and safety mats.
• Uneven bars (women's) or parallel bars/high bar (men's): Set the frame, adjust bar heights for the first group, check cable tension, and tighten all bolts. Place landing mats on all sides.
• Balance beam: Position the beam, set it to competition height (1.25m for most levels), and place landing mats and safety mats along the full length and at both ends.
• Floor exercise: Lay the spring floor (if not permanently installed), cover with the competition carpet, and tape the boundary lines. Check for uneven panels or gaps.
• All apparatus: A qualified technical official or experienced coach does a final safety check on every station. This check is documented - apparatus approval forms are required for sanctioned competitions.

Warm-up

• Warm-up sessions run before competition begins - typically 30 minutes per rotation group. Each group gets a set number of touches on each apparatus.
• Warm-up must be supervised. Coaches must be present, and a marshal should control the flow of gymnasts to prevent overcrowding on any apparatus.
• The warm-up schedule is published in advance and enforced strictly. If a group misses their warm-up slot, they don't get a makeup - the schedule moves on.

General setup

• Set up the judges' tables at each apparatus with score sheets, pens, and water.
• Set up the scoring/results station with a clear line of communication to the announcer.
• Open the canteen. Competition days start early (often 8am warm-up for a 9am start) - parents need coffee.
• Set up the entry point with a volunteer to manage spectator flow, collect entry fees, and hand out programmes.
• Set up the first aid station in a visible location with clear access to the competition floor.
• Confirm the defibrillator is accessible and signed.
• Brief all volunteers on the emergency action plan: who calls for help, how to clear the competition floor, where the ambulance access is.

During competition

Rotation management

The rotation coordinator is the most important operational role during competition. They keep the schedule on track.

• Each rotation (20 to 30 minutes per apparatus) starts and ends with a signal - a bell, a whistle, or a PA announcement. All apparatus start simultaneously.
• Groups march to their next apparatus in the same direction (clockwise or anti-clockwise). This sounds simple, but with 60 gymnasts, 15 coaches, and spectators in the way, it needs to be managed.
• If one apparatus runs behind (a gymnast needs extra time, a fall requires a re-start), the rotation coordinator decides: extend the rotation for all apparatus (which pushes the entire schedule back) or note the missed routine and have the gymnast complete it at the end.
• Between sessions (for example, between the morning Level 3 session and the afternoon Level 5 session), there's a changeover window. Use it to adjust apparatus heights, change bar settings, and reset the scoring system.

Scoring

• Judges submit score sheets after each gymnast's routine (or at the end of each rotation, depending on the system).
• The results officer enters scores immediately. Delays in score entry mean delays in results, which means frustrated parents and coaches.
• If a score is queried or an inquiry is lodged, the head judge adjudicates. The results officer holds that score until it's confirmed. The rotation doesn't stop for inquiries.
• Post interim results on a display board or screen between sessions. Final results should be available within 15 minutes of the last rotation.

Common problems

• Apparatus adjustment between levels: Different competition levels use different apparatus settings (bar heights, vault table heights). Build changeover time into the schedule - 15 to 20 minutes between sessions - and assign a dedicated crew.
• Music system failure for floor exercise: Always have a backup device loaded with the same music files. Test the backup before competition starts.
• Gymnast injury: The first aid officer responds. The competition pauses on that apparatus only. If the injury is serious, clear the immediate area and call an ambulance. The other apparatus continue.
• Scoring software crash: Save after every rotation. Have a backup laptop with the same software installed. If both fail, revert to manual scoring (paper score sheets with manual calculation). It's slower, but it works.

Post-competition

Presentations

• Run presentations as soon as results for each level/session are finalised. Don't wait until the entire competition is over - families with morning sessions will leave.
• Present by level and age group. Medals, ribbons, and a photo. Keep it moving - a well-run presentation takes 10 to 15 minutes per level.
• Thank judges and volunteers publicly. They've been on their feet for six to eight hours.

Pack-down

• Disassemble apparatus carefully. This equipment is expensive and fragile. Don't rush it.
• Store mats properly - stacked flat, not folded (folding damages the foam). Roll floor carpet from one end.
• Collect all score sheets, save digital results, and back up the scoring software data.
• Clean the canteen area and the gymnasium floor.
• Return the venue to its required condition. Most gymnastics venues are shared facilities - check your venue agreement.
• Lock equipment storage securely.
• Debrief with the competition coordinator, head judge, and key volunteers. Write down what worked and what needs to change.

Weather contingencies

Gymnastics competitions are held indoors, so weather has less direct impact. But it's not irrelevant.

• Extreme heat with poor venue cooling: Indoor gymnastics venues can get very hot in summer, especially in older buildings without air conditioning. Gymnasts performing on apparatus in a 38-degree gym risk heat exhaustion and impaired grip (sweating). If the venue temperature exceeds 35 degrees, provide fans, increase water access, and consider shortening warm-up and break times. If it exceeds 38 degrees, consider postponing.
• Storms affecting travel: A severe weather event can make roads impassable. If a significant number of clubs can't travel, you may need to postpone. Have a communication plan ready - email and social media - and a decision deadline (usually 6am on competition day).
• Power outage: This affects lighting, scoring systems, music, and the PA. If power can't be restored within 30 minutes, suspend the competition. Gymnasts performing on apparatus in poor lighting is a safety issue.

How TidyHQ helps with gymnastics competition day

A gymnastics competition with 30 volunteer roles, 200 competitors, and a programme that runs across multiple sessions needs a system that tracks who's doing what and when. TidyHQ's event management lets you set up the competition with volunteer roles by station - apparatus crew, judges' support, canteen, marshalling - and send automated reminders. Volunteers confirm their availability through the platform, so you know by mid-week which roles are filled and which need chasing.

For clubs that host multiple competitions per season, the recurring event templates and the contact database mean you're not starting from scratch each time. Your judging panel contacts, volunteer lists, and equipment checklists are all in one place.

Frequently asked questions

How many volunteers does a gymnastics competition need?

For a standard four-apparatus artistic competition with 100 to 150 competitors across two sessions: 20 to 30 volunteers, plus the judging panel. The biggest needs are the apparatus setup crew (6 to 10 people - it's physical work and you need enough to set up safely and quickly), the canteen (3 to 4 for a long day), and marshalling (2 to 4). If your club hosts the competition regularly, you'll develop a core crew who know the equipment and the process.

What's the single most important planning item?

Judging panel confirmation. Every other problem on competition day can be solved with willing volunteers and a bit of improvisation. But if you don't have accredited judges, the competition can't be sanctioned. Confirm your judging panel at least three weeks before the event through your state body.

How long does apparatus setup take?

Two to three hours with an experienced crew of six to eight people. Longer if the equipment is stored off-site and needs to be transported. If your venue allows it, set up the evening before - it reduces morning-of stress significantly and gives you time for a proper safety inspection.

References

• Gymnastics Australia - The national governing body for gymnastics in Australia, including competition rules, judge accreditation, and club resources
• Gymnastics Competition Day Experience Guide - Our companion guide to the full competition day experience at Australian gymnastics clubs
• Australian Sports Commission - National sport policy and community sport resources
• Play by the Rules - Safe, fair, and inclusive sport resources for community organisations
• TidyHQ Event Management - Competition event setup, volunteer rostering, and attendance tracking for community clubs