Case competition checklist: what to arrange and when

A case competition depends on a clear brief, a reliable judging process, and a tight presentation schedule. Start by setting the format and jury criteria, then secure judges and a venue before opening registration. After registrations close, collect dietary requirements, assign teams, and confirm the running order. In the final days, print case files and participant lists, test every presentation connection, and prepare the room, drinks, snacks, and prizes.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Draft case brief
2 people
Set competition format
2 people
Set up jury criteria
2 people
Invite the judges
Reserve venue
Create a registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Send jury confirmation
Assemble teams
2 people
Communicating team assignments
Create the presentation schedule
Order prizes
Test the equipment
2 people
Print case files
2 people
Print participant list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Sort materials
2 people
Set out the room layout
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the presentation area
3 people
Set up the reception desk
2 people
Lay out name badges
2 people
Build the catering buffet
3 people
Prepare the jury tables
2 people
Brief the organizing team
4 people

Event

Register participants
3 people
Serve welcome drinks
2 people
Host the opening
Explain the case
2 people
Hand out cases
3 people
Guide teams to the work tables
2 people
Monitor the schedule
Refill drinks
2 people
Serve snack breaks
2 people
Resolve technical issues
2 people
Give the jury briefing
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Collect tableware
2 people
Announce presentations
Facilitate presentations
3 people
Monitor presentation time
Facilitate jury questions
2 people
Collect jury scores
2 people
Facilitate jury deliberation
Announce the winners
Present prizes
2 people
Take group photo
2 people
See off guests and manage departure
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean up catering
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Clean the room
4 people
Check materials
2 people
Return borrowed items
2 people
Send a thank-you gift to participants
Send thank-you note to the jury

What to bring

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

Furniture

Work tablesqty 12
Chairsqty 75
Jury tablesqty 3
Buffet tablesqty 3
Waste binsqty 6

Tableware

Platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving utensilsqty 12

Equipment

Laptopsqty 12
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Clickerqty 2
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Timersqty 4
Calculatorsqty 12
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving traysqty 8
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Tableclothsqty 15
Name badgesqty 75
Table number cardsqty 15
Arrows and signageqty 20
Program boardsqty 4

Lighting

LED table lampsqty 8

Cleaning

Broom and dustpanqty 2
Mop and bucketqty 2
Cleaning spongesqty 6

Catering

Groceries

Sports equipment

Whiteboard sheetsqty 12
Whiteboard markersqty 36
Pensqty 80
Pencilsqty 40
Notepadsqty 75
Scratch paperqty 500
Presentation cardsqty 20
Jury formsqty 30
Score envelopesqty 12
Prizesqty 3
Medal ribbonsqty 12
Certificatesqty 75
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Spare batteriesqty 24

Tips

Set the competition format and jury criteria before inviting participants. Judges need the scoring method early, and teams need to know the case format, presentation length, and assessment basis when they register.
Invite judges and reserve the venue before publishing promotion. Allow at least 2–3 weeks for judge confirmations and check that the room can fit work tables, jury tables, presentation equipment, and a separate refreshment area.
Close registrations early enough to assemble teams and create the presentation schedule. Send team assignments and the running order at least 3 days before the competition so participants can prepare and spot errors.
Test the presentation laptop, projector, screen, HDMI cables, adapters, clicker, microphones, and speakers together. Do this at the venue at least 1 day beforehand; bring extension cords, power strips, and a backup connection plan.
Prepare the room and refreshments before participants arrive. Set out tables, chairs, jury tables, printed case files, calculators, timers, chilled drinks, snacks, coffee equipment, plates, glasses, and waste bins at least 60 minutes before the start.

Frequently asked questions

How far in advance should I organise a case competition?: Allow 4–6 weeks for a small case competition. Use the first 2 weeks to write the case brief, set the format, confirm judges, reserve the venue, and open registration; keep the final week for team assignments, printing, and equipment testing.
When should I invite judges for a case competition?: Invite judges at least 3 weeks before the event and request confirmation within 7 days. Send the final jury criteria, schedule, venue details, and presentation expectations once the teams and running order are fixed.
When should teams be assigned for a case competition?: Assign teams as soon as registration closes, ideally 5–7 days before the competition. Send each participant the team composition, case instructions, presentation time, and practical arrival information in one confirmation.
How long before a case competition should I test the equipment?: Test the full setup at least 24 hours before the event, preferably in the actual room. Check the presentation laptop, projector, screen, HDMI connections, microphones, speakers, clicker, timers, extension cords, and power strips with the files you will use.

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.