Drawing contest checklist: what to arrange and when

A drawing contest needs more preparation than paper and pencils. You need a clear theme, rules, registration process, judging plan, numbered entries, prizes, and enough table space for every participant. Start by reserving the venue and opening registration, then confirm dietary requirements and order prizes before the final week. On the day, set up the registration desk, drawing stations, jury tables, refreshments, and certificates before contestants 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

Record competition theme
2 people
Draw up the competition rules
2 people
Reserve venue
Create registration form
Assign judges
Send invitations
2 people
Process registrations
Collect dietary requirements
Order prizes
Confirm participants
Check supplies
2 people
Assign competition numbers
Do the shopping
2 people
Print competition forms
Prepare name badges
2 people
Print prize certificates
Put together drawing kits
3 people
Prepare decorations
2 people
Set out prizes

Event

Fill coolers
2 people
Set up tables
4 people
Set up chairs
3 people
Set out drawing materials
3 people
Set up registration desk
2 people
Hang decorations
2 people
Set up the jury room
2 people
Receive participants
3 people
Register participants
3 people
Explain the competition rules
Give the signal
Guide participants
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect entries
2 people
Guide the jury evaluation
3 people
Collect audience votes
2 people
Announce the winners
2 people
Present prizes
2 people
Return entries
2 people

Aftercare

Clear tables
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Sort materials
2 people
Remove decorations
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Jury tablesqty 2
Waste binsqty 6

Art supplies

Drawing paperqty 150
Sketchbooksqty 60
Graphite pencilsqty 120
Colored pencilsqty 120
Finelinersqty 80
Wascoqty 60
Markersqty 60
Erasersqty 70
Sharpenersqty 20
Rulersqty 20
Pencil cupsqty 20
Table coversqty 12

Equipment

Timerqty 2
Laptop
Printer
Camera
Extension cordsqty 4

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Serving plattersqty 8

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Paper garlandsqty 8
Balloonsqty 100
Directional signsqty 12
Prize trophiesqty 3

Lighting

Table lampsqty 12

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Broom setsqty 2

Catering

Groceries

Tips

Set the theme, judging criteria, and competition rules before sending invitations. Give participants the deadline, age limits if applicable, allowed materials, and how winners will be selected.
Open registration early enough to order supplies and prizes based on actual numbers. Confirm every participant before the event and assign a competition number to each entry.
Prepare drawing kits in advance rather than handing out loose materials. For each station, check paper, sketchbooks, pencils, colored pencils, fineliners, erasers, sharpeners, rulers, and a timer.
Set up the room in separate zones: registration desk at the entrance, drawing tables with clear space between chairs, and jury tables away from contestants. Put waste bins and pencil cups where they can be reached without interrupting the session.
Finish certificates, name badges, prize displays, refreshments, and printed forms before doors open. Fill coolers and thermos flasks shortly before arrival, and keep spare extension cords available for the laptop and printer.

Frequently asked questions

How far in advance should I plan a drawing contest?: Start at least 4–6 weeks ahead. This gives you time to reserve a venue, publish the rules, process registrations, order prizes, and confirm the final participant count.
How many drawing supplies do I need per contestant?: Prepare one complete drawing kit per participant, plus at least 10% spare materials. For 30 contestants, that means 33 kits and extra paper, pencils, erasers, sharpeners, and coloring supplies.
When should drawing contest registration close?: Close registration 5–7 days before the event when possible. Use the final number to prepare competition numbers, name badges, printed forms, drawing kits, seating, certificates, and refreshments.
How early should I set up the drawing contest venue?: Allow at least 2 hours for setup. Arrange tables and chairs first, then the registration desk, drawing materials, jury tables, decorations, prizes, certificates, and refreshments before participants arrive.

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