Cosplay Competition Checklist

A cosplay competition needs more than costumes and a stage. You need clear rules, a registration process, judging criteria, suitable lighting and enough time for setup. Start by confirming the format and venue, then work through participants, judges, equipment, prizes and catering in that order. This checklist helps you spot the details that are often left until the last minute, including dietary requirements, printed score sheets, name badges and a working microphone.

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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
2 people
Assign judges
2 people
Reserve venue
Book photographer
Create registration form
Send invitations
2 people
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Print jury criteria
Confirm participants
2 people
Publish the program
Order prizes
Order catering
Check equipment
2 people
Prepare name badges
2 people
Copy score sheets
Wrap the prizes
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up backstage
3 people
Mark off the presentation area
2 people
Hang up decorations
3 people
Build the photo wall
2 people
Test the lights and sound
2 people
Test microphones
2 people
Set up catering
3 people
Set out the trophies
Give volunteer briefing
2 people
Give the jury briefing

Event

Receive participants
3 people
Register attendance
2 people
Hand out badges
2 people
Welcome the audience
3 people
Check race numbers
2 people
Guide participants to change
2 people
Carry out preselection
3 people
Collect jury questions
Serve snacks
3 people
Refill drinks
2 people
Guide the audience to the presentation area
3 people
Set up finalists
2 people
Host the competition
2 people
Record jury scores
3 people
Photograph participants
2 people
Announce break
Check the jury result
2 people
Collect audience votes
2 people
Set up winners
2 people
Present the awards ceremony
2 people
Photograph the winners
2 people
Lead the open photo session
2 people
Serve the last drinks round
2 people
Check out participants
2 people
See the audience out
3 people

Aftercare

Clear away food and drinks
3 people
Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Collect lost and found items
Inventory materials
2 people
Return rented materials
2 people
Store photos securely
Thank participants
Publish results online
Reorder prize winners

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Foldable tablesqty 3
Clothes racksqty 6
Mirrorsqty 6
Party tentsqty 2
Bollardsqty 12
Stoolsqty 8

Equipment

Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptop
Printer
Camera
Tripodqty 2
Ring lightsqty 2
Power banksqty 4

Lighting

LED spotlightsqty 6
String lightsqty 8
Batteriesqty 24

Decorations

Photo backdrop
Backdrop clothqty 2
Balloonsqty 80
Balloon pumpqty 2
Garlandqty 6
Tableclothsqty 10
Directional signsqty 12
Trophiesqty 6
Medal ribbonsqty 10
Vouchersqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Coolersqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 3
Mop setsqty 2
Cleaning glovesqty 6
Bucketsqty 3
Hand soap dispensersqty 4
Disinfectant sprayqty 4

Other

Name badgesqty 100
Badge holdersqty 100
Pensqty 40
Clipboardsqty 12
Score sheetsqty 100
Participant listsqty 10
Wristbandsqty 100
Gaffer tapeqty 6
Cable tiesqty 100
Scissorsqty 6
Measuring tapesqty 3
Prize envelopesqty 10

Catering

Groceries

Tips

Publish the competition rules before opening registration, including categories, judging criteria, time limits and how costumes or performances will be scored. Participants need this information before they submit their entry.
Close registration early enough to process entries and confirm participants before publishing the programme. Allow time to collect dietary requirements and print name badges, jury criteria and score sheets.
Test every microphone, speaker, mixer, laptop, camera and extension cord before the doors open. Bring power strips and power banks, and check that the judges’ table and registration desk are positioned near the right power supply.
Plan the room around changing and judging needs: allow space for clothes racks, mirrors, tables and chairs, and keep directional signs visible from the entrance. Set up the judges’ table separately from the registration desk so arrivals do not interrupt scoring.
Order prizes and catering before the final week, then wrap the prizes and chill the drinks during the final preparation window. On the day, open the venue early enough to set up tables, chairs, lighting, the photo backdrop and sound equipment before participants arrive.

Frequently asked questions

How early should I start organising a cosplay competition?: Start at least 8 to 12 weeks before the event. Reserve the venue, assign judges and define the rules first, then open registration once the judging process and schedule are clear.
When should cosplay competition registration close?: Close registration 7 to 14 days before the competition. This gives you time to process entries, confirm participants, collect dietary requirements and publish a realistic programme.
How much setup time does a cosplay competition need?: Allow at least 3 hours for setup, and more if you are installing speakers, wireless microphones, lighting, a photo backdrop and several furniture areas. Test the sound and camera equipment before registration opens.
What should judges receive before a cosplay competition?: Give each judge the rules, printed judging criteria and a score sheet before the first participant is called. Prepare one score sheet per entry, plus at least 10% extra copies for mistakes or last-minute changes.

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