Cake contest checklist: what to arrange and when

A cake contest needs more than cakes and a judging table. You need clear rules, a registration process, dietary information, consistent judging forms and enough time to prepare the tasting room. This checklist takes you from booking the venue and confirming contestants to setting out coffee, tea and serving equipment. Use it to keep judging organised and avoid common late tasks such as printing forms, labelling tables or clearing chilled storage.

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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

Draw up competition rules
Reserve venue
Approach jury members
Send invitations
2 people
Open registration form
Process registrations
Collect dietary requirements
Record the judging criteria
2 people
Confirm participants
Send the jury briefing
Close registrations
Print participant list
Print Jury Forms
Prepare name badges
Make race numbers
Do the shopping
2 people
Plan cake reception
Clear the cold storage area
2 people
Set up the tasting room
2 people
Set up tables
3 people
Set up chairs
2 people
Lay out tablecloths
2 people
Hang up decorations
2 people
Set up judges' table
2 people
Set out coffee and tea
2 people

Event

Register cakes
3 people
Number the cakes
2 people
Present the cakes
2 people
Give the jury briefing
Coordinate the jury tasting
3 people
Cut sample portions
3 people
Refill drinks
2 people
Let the audience taste
3 people
Collect audience votes
2 people
Process jury forms
2 people
Announce the winners
Present prizes
2 people
Pack leftovers
3 people

Aftercare

Collect tableware
3 people
Sort waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Remove decorations
2 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8
Display standsqty 10
Waste binsqty 4

Tableware

Pastry platesqty 60
Pastry forksqty 60
Coffee cupsqty 50
Teaspoonsqty 50
Drinking glassesqty 50
Cake serversqty 6
Cake knivesqty 6
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Equipment

Coffee machinesqty 2
Digital scalesqty 2
Extension cordsqty 4

Decorations

Race number cardsqty 20
Table numbersqty 12
Party flagsqty 4
Balloonsqty 40
Prizesqty 3

Cleaning

Dishpanqty 2
Spongesqty 6
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the rules before opening registration. State the entry deadline, judging criteria, serving size and any ingredient or allergy information contestants must provide.
Close registrations before the event rather than on the day. Allow at least 2–3 days to process entries, collect dietary requirements and print the participant list, name badges and jury forms.
Brief the judges in writing at least 24 hours before judging. Include the scoring criteria, the order of tasting and how to handle cakes containing common allergens or restricted ingredients.
Prepare the tasting room in a fixed sequence: tables and chairs first, then tablecloths, display stands, table numbers and the judges’ table. Leave a clear route for serving trays and cake collection.
Plan refreshments separately from judging. For a two-hour reception, allow roughly one coffee or tea serving per guest, plus spare cups, teaspoons, drinking glasses and a clearly marked waste area.

Frequently asked questions

How far in advance should I organise a cake contest?: Start at least 4–6 weeks before the contest. Book the venue, approach the jury and write the rules first, then allow 2–3 weeks for registrations and confirmation.
When should cake contest registrations close?: Close registrations at least 3–5 days before the event. This gives you time to check entries, collect dietary requirements, prepare name badges and print the participant and jury paperwork.
How many judges do I need for a cake contest?: Use at least 3 judges for a small contest so one person’s preference does not decide the result. For larger entries, add judges or divide the tasting into groups so cakes are assessed while they are fresh.
How much coffee and tea should I prepare for a cake contest?: For a reception of up to two hours, plan one hot drink per guest and keep about 10% extra cups, teaspoons and drinks available. Set up kettles, coffee machines or thermos flasks before the tasting begins.

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