Craft contest checklist: what to arrange and when

A craft contest needs more preparation than a table of supplies. Before inviting participants, fix the theme, write clear rules and confirm the judging panel. Registrations, dietary requirements and team assignments follow, while materials and work kits should be prepared before setup day. Use the checklist to coordinate the room, registration desk, judges’ table, craft stations, prizes and refreshments without leaving the practical details until the last hour.

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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 the competition theme
2 people
Write out the competition rules
2 people
Approach jury members
Reserve venue
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams
2 people
Print jury criteria
Print participant list
Buy prizes
Do the shopping
2 people
Sort craft materials
3 people
Assemble work kits
3 people
Wrap the prizes
2 people

Event

Set up tables
4 people
Set out chairs
3 people
Lay protective film
3 people
Lay out craft supplies
4 people
Set up judges' table
2 people
Set up the registration table
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Register teams
2 people
Explain the competition rules
Hand out work packets
3 people
Supervise the competition
5 people
Refill drinks
2 people
Serve snacks
2 people
Clean up in between
3 people
Collect the projects
3 people
Guide the jury evaluation
3 people
Set up the buffet
4 people
Serve the buffet
4 people
Hold the awards ceremony
2 people
Photograph the projects
See participants off
3 people

Aftercare

Sort materials back
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Pack leftover food
2 people
Inventory materials
2 people
Return borrowed items
2 people
Share photos
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Registration desk
Judges' table

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Small bowlsqty 12
Serving plattersqty 8

Equipment

Kettlesqty 2
Coffee maker
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Camera

Craft supplies

Colored paperqty 10
Cardboard sheetsqty 60
Newsprintqty 2
Apronsqty 45
Scissorsqty 30
Glue gunsqty 8
Glue sticksqty 40
Rolls of tapeqty 12
Brushesqty 50
Mixing bowlsqty 30
Paint palettesqty 20
Colored pencilsqty 12
Markersqty 12
Wax crayonsqty 8
Rulersqty 20
Craft stringqty 6
Woolqty 10
Wooden sticksqty 300
Corksqty 100
Pom-pomsqty 200
Wobbly eyesqty 200
Beadsqty 500
Pipe cleanersqty 200
Clay matsqty 10
Modeling clayqty 10
Skewersqty 200
Rubber bandsqty 200
Placemat linersqty 50
Name stickersqty 60
Project cardsqty 60
Jury formsqty 20
Pen setsqty 20

Decorations

Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Trophiesqty 3
Medal ribbonsqty 3
Number signsqty 3

Cleaning

Vacuum cleaner
Bucketsqty 2
Mopsqty 2
Washing-up tubsqty 2

Catering

Groceries

Tips

Set the theme and judging rules before sending invitations, so participants know what they are entering and judges can apply the same criteria. Print the criteria and participant list before the event.
Contact jury members early and confirm their availability before registrations open. A panel of at least three judges makes scoring easier to compare and reduces delays if one person is unavailable.
Close registrations early enough to assign teams and collect dietary requirements before shopping. Use the final participant list to prepare one work kit per team, plus a small reserve of shared supplies.
Prepare craft kits before setting up the room. Group paper, cardboard, scissors, glue, tape, brushes and colouring tools by station, and check that glue guns, kettles and coffee equipment have safe access to power.
Protect the tables before laying out the supplies. Set up registration and judging areas separately, chill drinks and prepare coffee and tea only after the main workstations are ready.

Frequently asked questions

How far in advance should I organize a craft contest?: Start planning at least 4–6 weeks before the contest. Confirm the venue and jury first, then open registrations early enough to finalize teams, dietary requirements and material quantities.
How much craft material do I need per participant?: Prepare one complete work kit per participant or team, depending on the rules, and add roughly 10% spare materials. Have extra scissors, glue sticks, tape and colouring tools available because these are often shared or misplaced.
When should craft contest registrations close?: Close registrations 7–10 days before the event. That gives you time to print the participant list, assign teams, collect dietary information, shop for refreshments and assemble the work kits.
How long does craft contest setup take?: Allow 2–3 hours for setup, depending on the number of tables and teams. Put down protective film first, then arrange chairs, workstations, registration, the judges’ table, supplies and refreshments.

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