Debate competition checklist and planning guide

A debate competition runs on precise timings, clear information and reliable room setups. Start by fixing the format and registration process, then confirm teams, judges and dietary requirements before drawing the match schedule. In the final week, check debate motions, jury forms, presentations and certificates. On the day, allow time for registration, equipment testing and room changes—not just the debates themselves. This checklist helps you put each arrangement in the right order and spot the details that are commonly left too late.

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

Set competition format
2 people
Invite participating teams
2 people
Send audience invitations
2 people
Open the registration form
Process registrations
2 people
Update participant list
Collect dietary requirements
Inform supervisors
2 people
Confirm judges
2 people
Draw up the match schedule
2 people
Formulate debate statements
3 people
Make jury forms
2 people
Send participant information
Reserve rooms
Order catering
2 people
Order prizes
Design certificates
Print certificates
Prepare name badges
2 people
Print the run sheet
Check presentations
2 people
Test laptop and files
2 people
Pick up groceries
2 people
Gather equipment
2 people
Pack prizes
2 people

Event

Open rooms
2 people
Set up tables and chairs
4 people
Set up the jury tables
2 people
Mark participant tables
2 people
Set up registration desk
2 people
Set up the cloakroom
2 people
Hang up signage
2 people
Hang up decorations
2 people
Connect sound equipment
2 people
Connect the projector and screen
2 people
Set up timer stations
2 people
Hand out jury sets
2 people
Prepare coffee and tea
3 people
Chill drinks
2 people
Set out snacks
3 people
Staff the registration desk
3 people
Receive participants
4 people
Hand out name badges
2 people
Brief the judges
2 people
Deliver the opening presentation
2 people
Guide teams to rooms
4 people
Guide the debate rounds
6 people
Keep track of speaking times
6 people
Collect judging forms
2 people
Refill drinks
2 people
Serve snacks
3 people
Tidy up the break rooms
2 people
Serve dinner
4 people
Check allergens
2 people
Announce finalists
2 people
Prepare the final hall
4 people
Lead the final
5 people
Process the jury results
3 people
Handle prize ceremony
3 people
Take group photo
2 people
See participants off
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean up catering
3 people
Switch off equipment
2 people
Remove decorations
2 people
Put tables and chairs back
4 people
Clean the rooms
4 people
Collect lost and found items
2 people
Lock up the venue
2 people
Publish results
Thank participants
Return materials
2 people
Collect invoices

What to bring

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

Furniture

Foldable tablesqty 14
Chairsqty 90
Jury tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 8

Equipment

Laptopsqty 3
Projector
Projection screen
Wireless microphonesqty 4
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
USB sticksqty 4
Stopwatchesqty 8
Wall clocksqty 6
Chargersqty 6
Spare batteriesqty 24

Tableware

Coffee cupsqty 90
Glassesqty 90
Dinner platesqty 90
Dessert platesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving boardsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving spoonsqty 8
Bread knivesqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Oven mittsqty 2
Ice packsqty 16

Decorations

Welcome sign
Round signsqty 12
Tableclothsqty 14
Buntingqty 6
Flower arrangementsqty 6
Trophiesqty 3
Medal holdersqty 3

Lighting

Table lampsqty 6
LED string lightsqty 4

Sports equipment

Debate buzzersqty 6
Speaker cardsqty 24
Scoreboardsqty 6
Team badgesqty 24
Jury formsqty 120
Clipboard foldersqty 12
Prizesqty 6
Certificate foldersqty 30
Name badge holdersqty 100
Wristbandsqty 100

Catering

Groceries

Tips

Set the competition format before inviting teams, including the number of rounds, speaking times and scoring method. Judges need this information early so they can confirm whether they are available for the full programme.
Close registrations early enough to process entries and update the participant list before the match schedule is drawn. Send participant information only after names, team details and dietary requirements have been checked.
Reserve rooms according to the schedule, not just the expected number of teams. Allow at least one separate space for registration and judging administration, and check that each debate room has enough chairs and tables.
Test every presentation laptop, projector, screen, microphone and HDMI cable before competitors arrive. Pack USB sticks, chargers, extension cords, power strips and spare batteries together; missing adapters and empty batteries are common causes of delays.
Prepare the run sheet, jury forms, name badges, certificates and prizes as separate day-of-event packs. Print spare copies of the schedule and jury paperwork, and collect catering early enough to serve breaks without interrupting a round.

Frequently asked questions

How far in advance should I organise a debate competition?: Start planning at least 8 to 12 weeks before the competition. Use the first weeks to confirm the format, invite teams, open registrations, reserve rooms and secure judges; leave the final week for printing, packing and testing rather than major decisions.
When should debate competition registration close?: Close registration 2 to 3 weeks before the event if you need several rounds and multiple rooms. That gives you time to process registrations, collect dietary requirements, update the participant list and draw a workable match schedule.
How many judges do I need for a debate competition?: Plan for at least one confirmed judge per active debate room, plus one reserve judge for every 4 to 6 rooms. Add time before the event to explain the format and provide jury forms, especially if judges have not worked with your scoring system before.
What should I test the day before a debate competition?: Test each laptop, presentation file, projector, screen, microphone, speaker, mixer and cable at least 24 hours beforehand. Check the stopwatches and wall clocks as well, then charge devices and pack spare batteries, USB sticks and power equipment with the event materials.

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.