Drawing contest checklist

A drawing contest runs smoothly when the rules, registration and materials are settled before participants arrive. Set the judging criteria early, confirm each entrant, and prepare one complete drawing kit per person plus spares. On the day, allow time for registration, a clear rules briefing, the drawing session and the awards ceremony. This checklist covers the preparation order, from reserving the venue to setting up tables, refreshments and finished-work drying space.

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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

Draw up the competition rules
2 people
Assign judges
Reserve venue
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
Make race numbers
2 people
Arrange prizes and certificates
2 people
Check materials
2 people
Do the shopping
2 people
Put together drawing kits
3 people
Prepare awards ceremony
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up competition tables
3 people
Set up the registration table
2 people
Hang decorations
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Explain the competition rules
Hand out drawing materials
3 people
Supervise the competition
4 people
Refill drinks
2 people
Serve snacks
2 people
Collect submissions
3 people
Number the pieces
2 people
Display projects
3 people
Provide jury briefing
Guide the jury evaluation
3 people
Collect audience votes
2 people
Process results
2 people
Handle prize ceremony
3 people
Hand out the projects
2 people
See participants off
2 people

Aftercare

Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Count and store materials
2 people
Return borrowed items
2 people
Inform winners

What to bring

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

Furniture

Tablesqty 12
Chairsqty 60
Registration desk
Judges' table
Waste binsqty 4
Clothes racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee maker
Extension cordsqty 3
Power stripsqty 3
Speaker

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Thermos flasksqty 4

Sports equipment

Drawing paperqty 80
Sketchbooksqty 60
Pencil setsqty 60
Colored pencil setsqty 60
Marker pen setsqty 30
Wasco chalk setsqty 30
Erasersqty 70
Pencil sharpenersqty 30
Rulersqty 30
Clipboardsqty 60
Apronsqty 30
Drying racksqty 6
Notice boardsqty 8
Clothespinsqty 100
Coloring pagesqty 30
Ballot slipsqty 100
Race numbersqty 80
Serving traysqty 4

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 12
Trophiesqty 3
Medal ribbonsqty 3
Photo framesqty 3

Lighting

LED string lightsqty 4
Standing lampsqty 2

Cleaning

Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Washing-up basinsqty 2
Towelsqty 6

Catering

Groceries

Tips

Write the rules before opening registration, including the drawing time limit, allowed materials, judging criteria and how winners will be selected. Share the same version with participants and judges.
Process registrations as they arrive and confirm each participant before the contest. Record dietary requirements and prepare the registration table with name details, race numbers or other identifiers, and a clear check-in list.
Prepare one drawing kit per participant at least one day ahead. Include paper or a sketchbook, pencils, coloured pencils, markers, chalk, an eraser, sharpener, ruler and clipboard, then add spare sets for late replacements.
Set up the room in separate zones: registration at the entrance, competition tables with enough chairs, a judges’ table away from interruptions, and drying racks for finished work. Test extension cords, power strips, the speaker and drink equipment before doors open.
Schedule the awards before the contest starts, including certificates and prizes. Keep the ceremony short—about 10 to 15 minutes—and leave enough time afterward to collect materials, cups, rubbish and any drawings left to dry.

Frequently asked questions

How long does it take to organise a drawing contest?: Allow at least 7 days for a small contest and 2 to 4 weeks if you need invitations, registrations and a venue. Prepare the rules and registration form first, then confirm participants and buy materials after you know the numbers.
How many drawing supplies do I need per participant?: Prepare one complete kit per participant and keep at least 10% spare supplies. For 20 participants, that means 22 sets of core items such as paper, pencils, erasers and sharpeners, plus extra consumables for damaged or missing materials.
How early should participants arrive for a drawing contest?: Open registration 20 to 30 minutes before the scheduled start. This gives you time to check names, hand out race numbers or identifiers, collect last-minute dietary information and seat everyone before explaining the rules.
How much time should a drawing contest schedule include?: Plan separate blocks for registration, a 5 to 10 minute rules briefing, the drawing session, judging and a 10 to 15 minute awards ceremony. Add at least 30 minutes before the start for tables, materials, refreshments and equipment setup.

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