CrossFit Competition Day Planning Form

Plan Your CrossFit Competition with Confidence

Organizing a CrossFit competition involves coordinating dozens of moving parts—from athlete registrations and heat scheduling to judge assignments and vendor management. Our CrossFit Competition Day Planning Form brings all these elements together in one streamlined, professional template that makes event planning faster, clearer and more organized.

Whether you're running your first throwdown or your tenth annual competition, this template helps you capture every detail needed to deliver a safe, exciting and smoothly-run event that athletes and spectators will remember.

Built for Box Owners, Event Coordinators & Competition Directors

This form is designed specifically for:

• CrossFit gym owners and managers planning in-house competitions, charity throwdowns or community events
• Event coordinators managing multi-gym competitions, regional qualifiers or sanctioned events
• Affiliate competition directors who need to track athlete divisions, workout details and volunteer assignments
• Fitness event organizers running functional fitness competitions, team challenges or scaled community workouts

The template captures everything from athlete information and division placement to judge credentials, spectator seating requests, nutrition vendor details and prize distribution logistics—all in one place.

What Makes This Template Essential for Competition Planning

Athlete Registration & Division Management

Collect complete athlete information including experience level, scaled/RX division preferences, emergency contacts and any mobility or equipment needs. Use conditional logic to show division-specific questions and ensure athletes are placed in the right category from the start.

Workout Categories & Event Details

Document each workout or WOD in your competition schedule—movements, time caps, equipment requirements and scoring criteria. This section helps you plan your floor layout, equipment needs and transition times between heats.

Judge Assignment & Certification Tracking

Coordinate your judging team by collecting judge experience levels, certifications (L1, L2, etc.), availability for specific heats and preferred workout stations. Built-in logic can auto-assign judges based on their qualifications and availability.

Spectator Seating & Guest Management

If you're charging for spectator entry or offering reserved seating areas, this section captures guest counts, seating preferences and any accessibility requirements to help you plan your venue layout and maximize attendance.

Nutrition Vendor Coordination

Manage food trucks, supplement vendors and hydration stations with fields for vendor contact details, menu offerings, setup requirements, power/water needs and booth placement preferences. Keep all vendor logistics in one organized place.

Prize Distribution & Awards Planning

Track prize categories (overall winners, age group podiums, best team, etc.), award types (cash, merchandise, gym memberships), and distribution timing so nothing gets forgotten on competition day.

Automate Your Competition Workflow with Stepper

Once your planning form is submitted, you can use Stepper to automate the entire follow-up process:

• Send athletes confirmation emails with their division, heat time and what to bring
• Notify judges of their assignments with scorecards and movement standards
• Alert vendors about load-in times, booth locations and event day contacts
• Update your Google Sheets athlete roster or Airtable competition database automatically
• Trigger reminder emails the week before, the day before and morning-of
• Create post-event surveys for athletes, spectators and volunteers

Stepper's AI-native workflows let you set up these automations in minutes, keeping your entire team in sync and dramatically reducing manual admin work.

Flexible, On-Brand Design That Fits Your Box

Paperform's doc-style editor lets you customize every element—add your gym's logo, embed hype videos from past competitions, adjust colors to match your brand and choose between a classic layout or Guided Mode for a more conversational athlete registration experience.

You can embed the form on your gym's website, share it via social media, or send it as a standalone landing page. With mobile-responsive design, athletes can register from their phones right after seeing your event announcement.

Payments, Waivers & Real-Time Insights

If you're charging athlete entry fees, add Stripe, PayPal or Square to collect payments directly in the form. You can even set up tiered pricing (early bird vs. standard registration) or team discounts using Paperform's calculation engine.

Need athletes to sign liability waivers? Integrate Papersign to turn submissions into legally binding eSignature documents, keeping all records linked to the original registration for a clean audit trail.

As registrations roll in, use Paperform's AI Insights to quickly spot trends—popular divisions, peak registration times, common dietary restrictions for vendor planning—so you can adjust your event strategy on the fly.

Trusted by Gyms, Event Organizers & Fitness Communities

Paperform is trusted by over 500,000 teams worldwide and is SOC 2 Type II and GDPR compliant, giving you peace of mind that your athlete data is secure. With flexible integrations to Slack, Google Workspace, CRMs and project management tools, your competition data flows exactly where you need it.

Whether you're planning a small in-house Saturday throwdown or a multi-day regional competition, this template gives you the structure and flexibility to deliver a professional event experience—without the stress of juggling spreadsheets, email chains and last-minute scrambles.

Get Started in Minutes

Start with this template, customize it to match your competition format and brand, then share it with your community. With Paperform handling the logistics, you can focus on what matters most—creating an unforgettable competition day experience for your athletes and community.