Cosplay Competition Checklist

A cosplay competition runs smoothly when decisions are made in the right order. Set the format and categories first, then secure judges, venue, rules and registrations before buying or collecting equipment. In the final week, confirm dietary requirements, close the participant list, assign start numbers and prepare jury forms. On the day, allow time to check the competition area, changing room, stage, sound system and judging 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

Set competition format
2 people
Define Categories
2 people
Approach jury members
Reserve venue
Draw up rules
2 people
Create registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Prepare jury briefing
Close the participant list
Assign start numbers
2 people
Print Jury Forms
Prepare name badges
2 people
Checking prizes
2 people
Do the shopping
2 people
Collect materials
3 people
Remind participants

Event

Open venue
2 people
Check the competition area
2 people
Set up tables and chairs
4 people
Mark off the stage area
2 people
Set up judges' table
2 people
Set up the changing area
3 people
Build the photo wall
2 people
Test sound equipment
2 people
Set up catering
3 people
Give the jury briefing
4 people
Register participants
3 people
Welcome the audience
3 people
Explain the competition rules
Guide participants backstage
3 people
Judge the preselection
4 people
Refill drinks
2 people
Serve snacks
3 people
Announce finalists
Guide the final round
3 people
Collect audience votes
2 people
Process the jury results
4 people
Announce the winners
2 people
Award prizes and certificates
3 people
Farewell and take photos
2 people
See the audience out
3 people

Aftercare

Turn off the sound equipment
2 people
Take down the decorations
3 people
Put furniture back
4 people
Collect waste
3 people
Wash dishes
2 people
Clean rooms
3 people
Collect lost and found items
Inventory materials
2 people
Return borrowed items
2 people
Share photos with participants
Publish results online

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Dressing room racksqty 4
Foldable tablesqty 3
Mirrorsqty 4

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptop
Printer
Camera

Lighting

LED lampsqty 6
Light standsqty 3

Decorations

Photo backdrop
Decorative fabricqty 4
Garlandqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 8
Red carpet
Bollardsqty 8
Barrier tapeqty 2

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee cupsqty 40

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6

Office

Jury formsqty 60
Participant formsqty 60
Bib numbersqty 60
Name badgesqty 100
Pensqty 40
Markersqty 12
Tapeqty 6
Scissorsqty 4
Clipboardqty 10
Presentation certificatesqty 60
Ballot slipsqty 100
Ballot box
Name stickersqty 120
Directional signsqty 12
Registration sign
Prizesqty 12

Catering

Groceries

Tips

Set the competition format and categories before opening registration. Participants need to know the rules, judging criteria and available categories before they commit.
Approach jury members early and send them a briefing before the event. Give each judge the final rules, judging forms and timetable at least one week in advance.
Close the participant list before printing badges, jury forms and start numbers. A firm deadline gives you time to correct duplicate entries and update the running order.
Test the microphones, speakers, mixer, laptop, extension cords and power strips during venue setup. Do not wait until the first contestant is on stage to discover a missing cable or unsuitable power connection.
Keep the changing area separate from the stage and audience flow. Set up racks and mirrors before opening the venue, and use barriers or marked tape to keep equipment and waiting participants out of the performance space.

Frequently asked questions

How far in advance should I organize a cosplay competition?: Start planning at least 8 to 12 weeks before the event. Secure the venue and jury first, then publish the rules and registration details early enough to build a reliable participant list.
When should cosplay competition registration close?: Close registration 7 to 14 days before the competition. This leaves enough time to assign start numbers, print name badges and jury forms, and confirm dietary requirements.
How many judges does a cosplay competition need?: Plan for at least 3 judges for a competition with several categories. Three independent scores are easier to compare and reduce the effect of one unusually high or low assessment.
What equipment is needed for a cosplay competition stage?: Allow at least 1 wireless microphone, speakers, a mixer, a laptop, extension cords and power strips. Test every connection on the event day, preferably 2 hours before participants arrive.

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