Eating Contest Checklist

An eating contest needs more planning than a menu and a stopwatch. You need a clear competition format, confirmed contestants, judges, portion control, food safety and a layout that keeps spectators out of the way. Start with the rules and venue, then work through registrations, supplies and setup. This checklist helps you avoid late jobs such as printing race numbers, chilling drinks, testing microphones and storing fresh food at the correct temperature.

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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 match menu
2 people
Write out the competition rules
2 people
Reserve venue
Check venue requirements
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants
Assign judges
Confirm reservations
Order prizes and cups
Check the shopping list
2 people
Print competition forms
Print participant list
Work out table layout
2 people
Make race numbers
Make signs and route arrows
2 people
Do the shopping
3 people
Store fresh food refrigerated
2 people
Collect materials
3 people
Test equipment
2 people
Prepare the competition tables
3 people
Label portions and alternatives
3 people
Fill sauce bottles
2 people
Chill drinks
2 people
Prepare hot dogs
5 people

Event

Open venue
2 people
Build party tents
4 people
Set up tables and chairs
5 people
Mark off the competition area
2 people
Set up judges' table
2 people
Test sound system
2 people
Set up registration desk
2 people
Receive participants
3 people
Check participants
2 people
Explain the competition rules
Guide the first competition round
5 people
Lead the second round of the competition
5 people
Lead the final
5 people
Record portions and scores
2 people
Refill drinks
2 people
Keep the dining area clean
2 people
Inform the audience
Announce the winners
2 people
Present prizes
2 people
Pack leftovers safely
3 people

Aftercare

Collect waste
3 people
Take down tables and chairs
5 people
Take down party tents
4 people
Clean tableware and supplies
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Share results and photos

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Bollardsqty 12
Barrier tapeqty 3

Tableware

Reusable platesqty 100
Reusable bowlsqty 40
Reusable forksqty 100
Reusable knivesqty 80
Reusable cupsqty 120
Serving plattersqty 20

Kitchen

Serving tongsqty 12
Cutting boardsqty 6
Kitchen knivesqty 6
Measuring cupsqty 4

Equipment

Hot dog warmersqty 4
Coolersqty 6
Digital timersqty 6
Kitchen scalesqty 4
Wireless microphonesqty 2
Portable speaker
Extension cordsqty 4
Power stripsqty 4
Thermometersqty 4

Decorations

Race numbersqty 50
Table numbersqty 12
Competition banner
Direction signsqty 8
Markersqty 12
Adhesive tapeqty 6

Catering

Groceries

Cleaning

Waste binsqty 8
Cleaning bucketsqty 4
Cleaning brushesqty 6
Floor squeegeesqty 2
Reusable cleaning clothsqty 20
Crates for waste separationqty 4

Lighting

String lightsqty 4
Battery lampsqty 6
Spare batteriesqty 24

Sports equipment

Starting bell
Stop signqty 2
Scoreboardsqty 6
Jury clipboardsqty 6
Pensqty 30
Trophiesqty 3
Medal ribbonsqty 3

Safety

First aid kit
Nitrile glovesqty 2
Fire extinguisher

Tips

Set the menu and rules before opening registration. State the portion size, time limit, permitted drinks, judging method and what counts as a disqualification so contestants know exactly what they are entering.
Close registrations early enough to prepare the paperwork. Use the final participant list to make race numbers, table numbers, competition forms and a seating plan rather than guessing on the day.
Plan food handling around the contest schedule. Keep fresh food refrigerated until needed, label regular portions and alternatives, and use thermometers to check temperatures before serving.
Allow at least 60 minutes for the physical setup before contestants arrive. Arrange tables, chairs, barriers, signs and route arrows, then test timers, scales, microphones, speakers and extension cords.
Prepare drinks, sauces and prizes before the start announcement. Chill drinks, fill sauce bottles, place cups at the tables and keep prizes and spare forms with the judges so the contest is not interrupted.

Frequently asked questions

How far in advance should I organise an eating contest?: Reserve the venue and set the menu at least 4 to 6 weeks before the event. Open registrations once the rules, capacity and dietary alternatives are confirmed, then freeze the final participant list 3 to 5 days beforehand.
How much food should I prepare for an eating contest?: Prepare one complete competition portion for every confirmed contestant, plus at least 10% extra for spills, damaged portions and approved replacements. Keep separate alternatives for recorded dietary requirements rather than substituting food at the last minute.
How many judges do I need for an eating contest?: Use at least 2 judges for a small contest and 3 or more when several tables run at once. Give them printed competition forms and agree on the judging criteria before contestants are seated.
How early should contestants arrive for an eating contest?: Ask contestants to arrive 30 minutes before the start so you can check registrations, issue race numbers and explain the rules. Keep the tables ready at least 60 minutes before that arrival time, including tested timers and labelled portions.

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.