Baking competition checklist

A baking competition needs more than recipes and a few ovens. You need clear rules, confirmed judges, organised participant groups, tested equipment and a workstation for each competitor or team. Plan registrations and dietary requirements before buying ingredients, then prepare scorecards, participant packs and race numbers. On the day, allow time to inspect the venue, connect ovens safely and set up the buffet, drinks and registration table before participants arrive.

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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 venue
Confirm judges
Set competition rules
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Create participant groups
2 people
Print jury criteria
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Test ovens and mixers
2 people
Sort ingredients
2 people
Assemble participant packs
2 people
Lay out scorecards
Make race numbers
Inspect venue
2 people
Set up tables and chairs
4 people
Set up workstations
4 people
Connect the ovens
3 people
Set out ingredients
3 people
Set up the buffet and drinks station
2 people
Hang up decorations
2 people
Set up the registration table
2 people
Prepare coffee and tea
2 people

Event

Receive participants
3 people
Register participants
2 people
Explain the competition rules
Distribute ingredients
3 people
Supervise the competition
4 people
Check oven times
2 people
Refill drinks
2 people
Clean work tables in between
2 people
Number the entries
2 people
Set up the jury board
2 people
Present submissions
3 people
Have the jury taste
4 people
Serve the audience
3 people
Announce the winners
2 people
Present prizes
2 people

Aftercare

Collect tableware
3 people
Pack leftover food
2 people
Switch off equipment
2 people
Sort waste
2 people
Wash dishes
3 people
Clean the kitchen
3 people
Leave venue clean
4 people
Return materials
2 people
Store leftover products
2 people

What to bring

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

Furniture

Work tablesqty 6
Guest tablesqty 8
Jury tablesqty 2
Buffet tablesqty 2
Registration desk
Chairsqty 60

Tableware

Dinner platesqty 70
Pastry platesqty 100
Pastry forksqty 100
Coffee cupsqty 60
Glassesqty 100
Serving spoonsqty 12
Serving traysqty 20

Equipment

Ovensqty 6
Hand mixersqty 6
Kitchen scalesqty 6
Kitchen timersqty 12
Oven thermometersqty 6
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6

Kitchen

Mixing bowlsqty 12
Mixing bowlsqty 12
Whiskqty 12
Dough scrapersqty 12
Spatulasqty 12
Measuring cupsqty 12
Measuring spoonsqty 12
Rolling pinsqty 6
Baking traysqty 18
Cake pansqty 12
Muffin tinsqty 6
Cooling racksqty 12
Oven mittsqty 12
Cutting boardsqty 6
Kitchen knivesqty 12
Piping bagsqty 12

Decorations

Tableclothsqty 12
Competition postersqty 6
Name badgesqty 80
Directional signsqty 12
Prize trophiesqty 3

Cleaning

Waste binsqty 6
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Spongesqty 12

Catering

Groceries

Tips

Set the rules before sending invitations. Specify the baking time, permitted ingredients, serving size, equipment limits and how judges will score each entry, then print the criteria for the jury.
Close registrations early enough to create participant groups and check dietary requirements before shopping. A final participant list gives you time to assemble packs and prepare the correct ingredient quantities.
Test every oven, mixer, kitchen scale and timer before the competition starts. Check oven temperatures with an oven thermometer and test extension cords and power strips at least one day beforehand.
Give each workstation the same basic setup, including mixing bowls, measuring tools, spatulas, rolling pins, baking trays and ingredients. Label participant packs so no one has to search for supplies during the timed bake.
Set up the venue in a fixed order: tables and chairs first, then workstations and power, followed by ingredients, registration, judging and refreshments. Keep the buffet and drinks station separate from hot ovens and busy preparation areas.

Frequently asked questions

How far in advance should I organise a baking competition?: Start planning at least 4 to 6 weeks before the event. Confirm the venue and judges first, then set the rules, open registrations and buy ingredients only after participant numbers and dietary requirements are known.
How many ovens do I need for a baking competition?: Allow one oven for each workstation baking at the same time, unless your rules use shared baking rounds. Test the ovens at least 24 hours beforehand and provide an oven thermometer for each oven if temperatures may vary.
When should baking competition registrations close?: Close registrations 7 to 10 days before the competition. This leaves enough time to confirm participants, create groups, print materials, assemble packs and adjust the shopping list.
What equipment does each baking competition workstation need?: Each workstation needs mixing bowls, measuring cups and spoons, a whisk, dough scraper, spatula, kitchen scale, timer, rolling pin and baking tray. Match the equipment to the number of participants and prepare identical sets before setup begins.

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.