Design contest checklist: what to arrange and when

A design contest needs more than a theme and a judging panel. You need clear rules, a registration process, participant information, prepared workstations, and a practical judging setup. This checklist takes you from defining the concept to setting up the registration desk, judges’ table, refreshments, and presentation equipment. Use it to keep decisions, materials, and timing in one place—especially the details that are easy to leave until the last day.

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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

Define the competition concept
2 people
Write out the competition rules
2 people
Set the judging criteria
3 people
Approach jury members
Confirm judges
Reserve venue
Book catering
Send invitations
2 people
Publish registration form
Process registrations
Collect dietary requirements
Confirm participants
Assign competition numbers
2 people
Send participant information
Prepare jury forms
2 people
Print the program and signage
2 people
Do the shopping
2 people
Check materials
2 people
Assemble competition kits
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Set up workstations
4 people
Set up judges' table
2 people
Set up registration desk
2 people
Hang up decorations
2 people
Test the equipment
2 people

Event

Receive participants
3 people
Register participants
2 people
Explain the competition rules
Distribute materials
3 people
Supervise the competition
4 people
Refill drinks
2 people
Serve snacks
3 people
Collect entries
2 people
Guide the jury evaluation
2 people
Guide the audience vote
2 people
Present prizes
2 people
Photograph the projects
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect materials
4 people
Sort waste
2 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
4 people
Switch off equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Send participants' photos
Inform the winners

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Bar stoolsqty 6
Coat rackqty 2
Waste binsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 8
Chargersqty 6
Camera

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Cutting boardsqty 3
Knivesqty 6

Tableware

Platesqty 80
Bowlsqty 30
Glassesqty 100
Cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12

Decorations

Tableclothsqty 12
Buntingqty 8
Name card holdersqty 30
Photo backdrop
Prize tablesqty 2

Lighting

String lightsqty 6
Standing lampsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Sports equipment

Barrier tapeqty 2

Catering

Groceries

Tips

Set the rules and judging criteria before opening registration. Participants need to know the brief, deadlines, format, and how entries will be scored before they sign up.
Confirm the jury before publishing the final program. Allow at least one follow-up round for judges who have not replied, and prepare one jury form per judge plus spares.
Send participant information after registrations close, including competition numbers, arrival instructions, workstation details, and what participants must bring. Send the final version at least 3 days before the contest.
Build the room around the competition flow: registration desk first, then workstations, then the judges’ table. Check every table, chair, power strip, extension cord, and charger before participants arrive.
Prepare food and drinks separately from the work area. Chill drinks and set out snacks before opening, while keeping knives, cutting boards, plates, cups, glasses, and serving trays at a dedicated refreshment point.

Frequently asked questions

How far in advance should I start planning a design contest?: Start at least 6 to 8 weeks before the contest. Use the first 2 weeks for the concept, rules, judging criteria, venue, and jury; leave the final week for registrations, printing, materials, and room setup.
When should I send design contest invitations?: Send invitations as soon as the rules, registration form, venue, and closing date are fixed—usually 4 to 6 weeks before the event. Send confirmed participants their competition numbers and practical information at least 3 days beforehand.
How many judges do I need for a design contest?: Plan for at least 3 judges when entries will be compared or scored. Prepare one judging form per judge for every judging round, plus 10% extra copies for corrections or late additions.
What should I prepare the day before a design contest?: Check materials, assemble the competition kits, print the program and signage, and test the laptop, projector, screen, speakers, microphone, chargers, and power connections. Set up tables and workstations as early as the venue allows, then chill drinks and prepare snacks on the event day.

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.