Business plan competition checklist

A business plan competition needs more than a call for entries and a judging panel. You need a clear format, workable registration process, consistent scoring, tested presentations, and a room that supports both pitching and judging. Start by fixing the competition rules and jury criteria, then move through invitations, participant confirmations, presentation collection, catering, certificates, and technical checks. This checklist helps you see what to arrange first and what is commonly left until the final 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

Set competition format
2 people
Approach jury members
Confirm the venue and room layout
Draft participant terms and conditions
2 people
Create a registration form
Send invitations
2 people
Publish promotional materials
Process registrations
2 people
Confirm registrations
Collect dietary requirements
Set up jury criteria
3 people
Create evaluation forms
Send the presentation format
Update participant list
Collect presentations
2 people
Technically test presentations
2 people
Book catering
Order prizes and certificates
Send the jury briefing
Finalize the program
2 people
Prepare name badges
2 people
Print the registration list
Print audience materials
Do the shopping
2 people
Check prizes and certificates
2 people
Charge equipment
Set up presentations
2 people
Hand out the run sheet
2 people
Open hall
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up the presentation equipment
2 people
Test microphones
2 people
Run through presentations
2 people
Set up catering
3 people
Chill drinks
2 people
Hang decorations
2 people
Brief reception team
4 people
Brief the jury and presenter
5 people

Event

Welcome participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Assist with opening program
2 people
Explain the competition rules
Lead the first presentation round
3 people
Monitor time per presentation
Facilitate jury questions
2 people
Refill drinks
2 people
Serve break snacks
3 people
Lead the networking break
2 people
Lead the second presentation round
3 people
Provide technical support for presentations
2 people
Collect jury scores
2 people
Set up buffet
4 people
Serve dinner buffet
4 people
Refill drinks
2 people
Facilitate jury deliberation
3 people
Announce finalists
Lead the final presentations
3 people
Collect audience votes
2 people
Determine the winners
4 people
Present prizes
3 people
Photograph the winners
2 people
Serve the networking drinks reception
3 people
See guests off
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean up catering
3 people
Switch off equipment
2 people
Remove decorations
2 people
Put tables and chairs back
4 people
Clean the room
3 people
Collect lost and found items
2 people
Count materials
2 people
Return borrowed materials
2 people
Send thank-you email to participants
Send jury thank-you email
Publish results online
Share photos

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Judges' table
Registration desk
Buffet tableqty 3
Stoolsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Dessert platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Coffee potsqty 4
Teapotsqty 3
Serving traysqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Small bowlsqty 12
Serving tongsqty 6
Food warmersqty 4
Bottle openersqty 3

Decorations

Tableclothsqty 10
Name card holdersqty 70
Directional signsqty 8
Balloonsqty 40
Balloon weightsqty 4
Buntingqty 3
Notice boardsqty 4
Clipboardsqty 8

Lighting

LED lampsqty 6
String lightsqty 3

Catering

Prizesqty 3
Certificate foldersqty 12
Ballot boxesqty 2
Ballot boxesqty 70
Presentation foldersqty 12
Pensqty 80
Notepadsqty 75
Wristbandsqty 70
Groceries

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Tips

Set the competition format and judging criteria before opening registration. Participants need the presentation format, submission deadline, and evaluation rules early enough to prepare properly.
Approach jury members before publishing invitations, then send a written jury briefing at least 7 days before the event. Include the running order, scoring method, time limits, and any conflicts of interest.
Close registration with enough time to confirm every participant, collect dietary requirements, and update the participant list. Print the final registration list and name badges only after the confirmation deadline has passed.
Collect presentations before event day and test every file on the actual laptop, projector, screen, HDMI cables, and adapters. Keep extension cords, power strips, charging cables, and a presentation clicker ready at the front of the room.
Check prizes and certificates before guests arrive, not during the awards segment. Set aside the correct number of certificates and confirm that the judges’ table, registration desk, buffet table, microphones, and seating match the final room layout.

Frequently asked questions

How far in advance should I organise a business plan competition?: Allow at least 8 to 12 weeks for a small or medium-sized competition. Use the first 2 weeks to confirm the format, venue, jury, terms, and registration form; leave the final 7 days for confirmations, presentation testing, catering, printing, and the jury briefing.
When should participants submit their presentations?: Set the presentation deadline 3 to 5 working days before the competition. This gives you time to check file formats, test each presentation on the event laptop and projector, and contact participants if a file is missing or does not display correctly.
How many jury members do I need for a business plan competition?: Plan for at least 3 jury members so one absence does not leave the event without a workable panel. For a larger competition with several categories or many participants, use 5 or more and apply the same evaluation form to every entry.
When should I confirm catering and dietary requirements?: Collect dietary requirements when registrations are confirmed and give the caterer the final numbers at least 5 working days before the event. Recheck the count after the registration deadline, especially if participants can cancel or bring guests.

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.