Fashion contest checklist: what to arrange and when

A fashion contest needs more than a runway and good outfits. You have to define categories and judging criteria, confirm participants, collect clothing and music details, and keep backstage movements organised. Start with the venue and competition format, then arrange the jury, host, promotion and registration process. In the final week, check every music file, print the running order and test the microphones, speakers and laptop before participants 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

Reserve venue
Define the competition concept
2 people
Determine race categories
2 people
Approach jury members
Book host
Book photographer
Create registration form
Draw up the competition rules
2 people
Set prizes and criteria
2 people
Send invitations
2 people
Post promotion online
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Request sizes and clothing info
2 people
Print the run sheet
Make jury forms
Set the running order
2 people
Collect music per participant
Check music files
Order prizes
Order catering
Make the cloakroom layout
Schedule volunteers
Schedule technical test
Remind participants
Do the shopping
3 people
Check clothing racks
2 people
Cut printed materials
2 people
Open venue
2 people
Check the rooms
2 people
Build the catwalk
5 people
Set up audience seating
4 people
Set up jury table
2 people
Set up backstage
4 people
Label clothing racks
3 people
Set up registration desk
2 people
Hang up decorations
3 people
Connect lighting and sound
3 people
Test music and microphone
2 people
Set up catering
3 people
Display prizes
2 people

Event

Receive participants
4 people
Register participants
3 people
Collect clothing
3 people
Give backstage briefing
2 people
Welcome the audience
4 people
Open the program
2 people
Guide participants backstage
4 people
Present the competition categories
2 people
Play music for each round
Hand out judging forms
Collect jury scores
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear tables and the public area
2 people
Announce finalists
2 people
Present the finale
3 people
Announce the winners
2 people
Present prizes
3 people
Take group photo
2 people
See off the participants and audience
3 people
Return clothing
3 people

Aftercare

Switch off equipment
2 people
Dismantle the catwalk
5 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean backstage
3 people
Clean the audience area
3 people
Check coat check
2 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Store photos securely
Send out the results
Publish prize winners
Send thank-you messages
2 people

What to bring

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

Furniture

Runway Panelsqty 12
Audience chairsqty 120
Jury tablesqty 2
Registration desk
Catering tablesqty 4
Bar stoolsqty 6
Clothes racksqty 12
Folding tables backstageqty 6
Mirrorsqty 8
Changing room screensqty 6
Waste binsqty 8

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 120
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Laptop
Laptop stand
Extension cordsqty 8
Power stripsqty 6
USB sticksqty 3
Camera
Tripodqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
Atmosphere lightsqty 10

Decorations

Backdrop clothqty 2
Photo backdrop
Fabric runnersqty 6
Flower arrangementsqty 8
Balloon archesqty 2
Directional signsqty 10
Name badgesqty 150
Table numbersqty 12
Red carpet

Clothing and presentation

Clothing coversqty 80
Clothes hangersqty 120
Clothing labelsqty 120
Pinsqty 200
Safety pinsqty 300
Sewing kitsqty 4
Lint rollersqty 8
Clothes brushesqty 4
Ironsqty 2
Ironing boardsqty 2
Clothes steamersqty 2
Makeup mirrorsqty 4

Office

Jury formsqty 100
Program leafletsqty 150
Wristbandsqty 150
Pensqty 50
Permanent markersqty 12
Clipboardsqty 12
Rolls of tapeqty 10
Painter's tapeqty 8
Scissor setsqty 4
Envelopesqty 50
Prize certificatesqty 10

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Coolersqty 6
Serving traysqty 8
Glass carafesqty 6
Chafing dishesqty 4
Pliersqty 8
Ice packsqty 20
Groceries

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Toilet brushesqty 4

Tips

Set the competition format before opening registration. List the categories, entry requirements, judging criteria and prizes in the rules so participants know exactly what they are entering.
Collect clothing sizes, outfit details and dietary requirements during registration, not on event day. Send one confirmation message after registrations close and use it to check that every participant is still attending.
Create the running order as soon as registrations are confirmed. Leave a few minutes between entries for changing, music changes and jury notes; also print copies for the host, jury, backstage team and technical operator.
Plan backstage around the clothes racks, mirrors, changing-room screens and folding tables. Assign volunteers to registration, changing areas and the runway, and tell each person where to stand before the technical test.
Test the full sound and presentation setup before doors open. Check every participant’s music file on the laptop, keep a backup on a USB stick, and test both wireless microphones, speakers, mixer, extension cords and power strips.

Frequently asked questions

How far in advance should I organise a fashion contest?: Start planning at least 8 to 12 weeks before the contest. Reserve the venue and define the format first, then book the jury, host and photographer before promoting registration.
When should fashion contest registration close?: Close registration 2 to 3 weeks before the event if you need time to confirm participants, collect sizes and music, and set the running order. Keep a shorter deadline only if categories and backstage arrangements are already fixed.
How many jury members do I need for a fashion contest?: Use at least 3 jury members so scores do not depend on one person’s opinion. Give each juror a printed form with the criteria and leave enough time between entries to record scores.
When should I test the sound system and participant music?: Run the complete technical test no later than the day before the contest, or several hours before doors open. Check every file, microphone and speaker, and keep all music on a second USB stick as backup.

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