How to organise a cake contest from start to finish

A cake contest needs more than cakes and a judging table. Start by fixing the rules, judging criteria and registration deadline, then arrange the room, judges, prizes and serving equipment in that order. Once entries are confirmed, assign numbers, collect dietary information and prepare labels so judging stays anonymous and safe. On the day, set up separate tables for the jury and cakes, keep drinks chilled and leave time to check power, seating and presentation 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

1
Set competition rules
2 people
2
Reserve a room
3
Invite the judges
4
Open registration
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Order prizes
9
Confirm participants
10
Publish the competition rules
11
Print jury criteria
12
Print participant list
13
Buy non-perishable groceries
2 people
14
Prepare table decorations
2 people
15
Make Numbers and Labels
2 people
16
Buy fresh groceries
2 people
17
Wrap the prizes
18
Clean the venue
3 people
19
Bring materials to the venue
3 people
20
Set up tables and chairs
4 people
21
Set up judges' table
2 people
22
Style presentation tables
3 people
23
Hang up decorations
2 people
24
Prepare coffee and tea
2 people
25
Chill drinks
2 people
26
Prepare the jury forms
27
Set up the reception table
2 people

Event

28
Receive participants
3 people
29
Register cakes
3 people
30
Present the cakes
3 people
31
Serve coffee and tea
2 people
32
Cut cake portions
4 people
33
Assist the jury members
2 people
34
Refill drinks
2 people
35
Collect audience votes
2 people
36
Process the jury results
2 people
37
Announce the winners
2 people
38
Present prizes
2 people
39
Pack leftover cake
2 people

Aftercare

40
Wash dishes
3 people
41
Collect waste
2 people
42
Clear tables and chairs
4 people
43
Clean the venue
3 people
44
Remove decorations
2 people
45
Return materials
2 people
46
Keep leftovers refrigerated
47
Send results to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Tableclothsqty 8
Stoolsqty 6

Tableware

Dessert platesqty 80
Pastry forksqty 80
Coffee cupsqty 80
Water glassesqty 80
Cake knivesqty 8
Cake standsqty 35
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Measuring cupsqty 4
Serving tongsqty 8
Cookie Boxesqty 20

Decorations

Competition banner
Buntingqty 4
Table decorationsqty 8

Organization

Clipboardsqty 12
Pensqty 30
Voting blocksqty 70
Table numbersqty 35

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the contest. This gives you time to confirm the participant list, collect dietary requirements and print labels and jury paperwork.
Keep judging separate from serving. Set up a dedicated jury table with printed criteria, clipboards, pens and voting blocks, while cakes go on numbered presentation tables.
Plan one cake position per entrant, plus at least 10% spare table space. Late arrivals, extra plates and cake boxes otherwise make the display crowded quickly.
Prepare coffee, tea and cold drinks after the room is set up, not before. Check that coffee machines and kettles reach the sockets safely, using extension cords and power strips without creating trip hazards.
Label every cake with its competition number and dietary information before judging starts. Do not rely on memory or verbal explanations when several cakes contain different allergens.

Frequently asked questions

How far in advance should I organise a cake contest?: Start at least 3 to 4 weeks before the event. Open registration early, invite the judges and order prizes first; close entries about 7 days beforehand so you can print the final participant list and labels.
How many judges do I need for a cake contest?: Use at least 3 judges for a small contest, so one individual opinion does not decide every result. Give each judge the same printed criteria and voting materials before tasting begins.
How much table space do I need per cake?: Allow roughly 60 centimetres of table width per cake, including its cake stand or serving plate. Add at least 10% spare space for labels, serving tools and cakes that arrive in larger boxes.
When should I buy food and prepare drinks for a cake contest?: Buy non-perishable groceries several days ahead and fresh groceries 1 to 2 days before the contest. Put drinks in coolers about 1 to 2 hours before guests arrive, while coffee and tea can be prepared during the final setup.

Start this plan in Lizzt

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