Do you have someone who has worked at meet to set this up? It's a complicated thing. Sorry this is one long paragraph. I've worked big meets and helped set up and run a small meet. Designate someone as the meet director so there's a point person. Start with your venue, do you have the equipment or will you have to rent it? Don't forget seating for guests as that's where you make your money if you are charging admission. How much seating will you have? Where do people park? Access to the competition floor vs. seating. Arrange for judges. Make sure that you provide food for judges if required. Do they have a space to be between sessions? Scoring: make sure you have a way to properly display the scores. Also need scoring sheets and someone to tabulate the scores. We had someone prepare a spreadsheet so she could enter the scores and it would automatically tabulate them by age group.
Entries: how much? How will you get teams? Is this a approved meet by a national organization? If so, you need to follow their rules. How much are entries? What are your limits on number of teams/participants?
Day of: where do the teams warm up? Leave their stuff? Set up session times both for warm up and competition. Have some sort of program, even if it's just a sheet with the competitors listed by team. Make sure music system (girls meet) functions properly and can handle any type of music provided by coaches. Set up judges tables with pencils/pens, scoring display. Remember the parents want to see the scores so it has to large and visible. Concessions: make it easy, though hot dogs did sell really well at ours. We mainly did pre-packaged foods otherwise. Did not make a ton of money on concessions so don't over buy.
Volunteers: timers for each event except vault, someone at each event to run scores to main scoring table. Can use 1 or 2 people who circulate to do it but make sure that they understand it's more than one table they need to cover. Admissions people both for teams and visitors, concessions people, if girls meet, music persons. It also helps to have some people who can trouble shoot equipment issues and electrical issues. First Aid, someone qualified to deal with any injuries. Meet director.
Depending on type of meet, you may have to give out ribbons at certain levels for every event so you need to factor those in. Awards, need to decide how far out you give and then what type of awards you are giving out.
Extras: shout outs are nice but don't make a lot of money, if you have the bandwidth to gather raffle baskets, you need tickets, people to sell them, and then someone to get the baskets to the right people. 50/50 may be easier as you just sell the tickets, collect the money and split it right at the end of collection period.
I'm sure I'm forgetting something but that's the basics of what we did when we ran a small boys meet.
