Entrepreneur competition checklist: plan it in the right order

An entrepreneur competition needs more than a registration form and a panel of judges. You need a clear format, published participant terms, reliable pitch files and a jury that knows exactly how to score each entry. This checklist takes you from the first planning decisions through the site visit, catering, technical tests and event-day preparation. Use it to prevent common delays, especially missing presentations, unclear running orders and equipment that has not been tested with the actual laptop.

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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 competition format
2 people
Approach jury members
Publish participant terms
Open the registration form
Send invitations
2 people
Publish promotional materials
2 people
Process registrations
Confirm participants
Collect dietary requirements
Request pitch files
Set up jury criteria
3 people
Send the jury briefing
Carry out a site visit
2 people
Make reservations
Order catering
Test the equipment
2 people
Print the run sheet
Send participant information
Prepare name badges
2 people
Print the jury forms
Do the shopping
2 people
Chill drinks
2 people
Collect pitch files
2 people
Set the presentation order
2 people
Prepare presentation laptop
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up the presentation area
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Test sound level
2 people
Set up lighting and signage
2 people
Set up the catering buffet
3 people
Prepare snacks
3 people
Lay out welcome packs
2 people
Brief the registration team
2 people

Event

Receive the jury
2 people
Register participants
3 people
Serve welcome drinks
2 people
Host the opening
Explain the competition rules
Facilitate pitch rounds
2 people
Keep track of pitch time
Play presentations technically
Hand out judging forms
Refill drinks
2 people
Refill snacks
2 people
Lead the networking break
2 people
Facilitate the jury meeting
2 people
Open the buffet
2 people
Restock the buffet
2 people
Serve diet meals
2 people
Announce finalists
Guide the final pitches
2 people
Announce the winner
Present prizes
2 people
Host the networking drinks reception
2 people
Serve the last round
2 people
See off guests
2 people

Aftercare

Collect waste
3 people
Collect tableware
3 people
Clear buffet
3 people
Switch off equipment
2 people
Pack up cables and equipment
2 people
Put furniture back
4 people
Clean the venue
4 people
Collect lost and found items
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Send thank-you message to participants
Send thank-you message to the jury
Notify the prize winner
Archive photos and results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Jury tablesqty 2
Bar stoolsqty 8
Coat racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Drinking glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 90
Tablespoonsqty 100
Forksqty 100
Knivesqty 100

Equipment

Presentation laptop
Projector
Projection screen
Wireless microphonesqty 3
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Laptop speakers
Stopwatchesqty 3
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Thermos flasksqty 4
Serving traysqty 8
Small bowlsqty 12
Serving spoonsqty 8
Cutting boardsqty 3
Chef demo knivesqty 3
Coolersqty 4
Ice cube traysqty 4

Decorations

Name badgesqty 100
Name badge holdersqty 100
Tableclothsqty 12
Competition postersqty 8
Direction signsqty 10
Flower arrangementsqty 6
Stage signsqty 3
Prize boxesqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Battery lanternsqty 6

Office

Jury formsqty 100
Clipboardsqty 10
Ballpoint pensqty 40
Notepadsqty 30
Printer paperqty 2
A4 foldersqty 10
Table numbersqty 12
Tapeqty 6
Scissorsqty 4
Markersqty 24
Envelopesqty 20
Prize certificatesqty 3

Cleaning

Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand sanitizerqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Set the competition format before inviting participants. Define the pitch length, question time, judging criteria and number of finalists first, so the participant terms and jury briefing match the schedule.
Give participants a firm deadline for pitch files, then collect the files centrally and test every presentation on the presentation laptop. Do not wait until the event day to discover missing fonts, videos or incompatible cables.
Schedule the site visit before making final reservations. Check where the jury tables, presentation screen, projector, microphones and power strips will go, and identify cable routes that will not cross walkways.
Prepare the running order as soon as registrations are confirmed. Print the run sheet, send participant information and keep a backup copy of the order at the registration desk and with the jury.
Treat catering and drinks as a timed task rather than a final shopping job. Chill drinks in advance, check dietary requirements after registration closes and allow enough coffee equipment, cups and serving space for the arrival period.

Frequently asked questions

How far in advance should I open registration for an entrepreneur competition?: Open registration at least 4 to 6 weeks before the competition. This gives you time to promote the event, process applications, confirm participants and collect dietary requirements before ordering catering.
When should pitch files be submitted for an entrepreneur competition?: Set the pitch-file deadline 3 to 5 working days before the event. Collect all files by then, test them on the presentation laptop and keep a backup copy so the presentation order can be checked before the jury arrives.
How long should an entrepreneur competition pitch be?: A practical format is 5 to 10 minutes per pitch, followed by 3 to 5 minutes for jury questions. Publish the exact limit in the participant terms and use stopwatches during the event to keep 76 planned tasks and transitions on schedule.
When should the jury receive the judging criteria and briefing?: Send the jury criteria and briefing at least 7 days before the competition. Ask jury members to confirm their availability and disclose conflicts before the final participant list and presentation order are circulated.

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.