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 entry deadline, then secure the venue and jury before inviting participants. Once registrations close, confirm the final list, collect dietary information and prepare the tasting room, labels and score sheets. On the day, allow time for setup, judging, coffee service and the cake reception so participants are not waiting while results are calculated.

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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
Draw up competition rules
2
Reserve venue
3
Approach jury members
4
Send invitations
2 people
5
Open registration form
6
Process registrations
7
Collect dietary requirements
8
Record the judging criteria
2 people
9
Confirm participants
10
Send the jury briefing
11
Close registrations
12
Print participant list
13
Print Jury Forms
14
Prepare name badges
15
Make race numbers
16
Do the shopping
2 people
17
Plan cake reception
18
Clear the cold storage area
2 people
19
Set up the tasting room
2 people
20
Set up tables
3 people
21
Set up chairs
2 people
22
Lay out tablecloths
2 people
23
Hang up decorations
2 people
24
Set up judges' table
2 people
25
Set out coffee and tea
2 people

Event

26
Register cakes
3 people
27
Number the cakes
2 people
28
Present the cakes
2 people
29
Give the jury briefing
30
Coordinate the jury tasting
3 people
31
Cut sample portions
3 people
32
Refill drinks
2 people
33
Let the audience taste
3 people
34
Collect audience votes
2 people
35
Process jury forms
2 people
36
Announce the winners
37
Present prizes
2 people
38
Pack leftovers
3 people

Aftercare

39
Collect tableware
3 people
40
Sort waste
2 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Clean the venue
3 people
44
Remove decorations
2 people
45
Check materials
2 people
46
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8
Display standsqty 10
Waste binsqty 4

Tableware

Pastry platesqty 60
Pastry forksqty 60
Coffee cupsqty 50
Teaspoonsqty 50
Drinking glassesqty 50
Cake serversqty 6
Cake knivesqty 6
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Equipment

Coffee machinesqty 2
Digital scalesqty 2
Extension cordsqty 4

Decorations

Race number cardsqty 20
Table numbersqty 12
Party flagsqty 4
Balloonsqty 40
Prizesqty 3

Cleaning

Dishpanqty 2
Spongesqty 6
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Write the rules before opening registration. Specify the cake category, maximum number of entries, delivery time, judging criteria and whether cakes must be labelled with allergens.
Secure the venue and jury before sending invitations. Give judges the scoring criteria and briefing at least 3 days before the contest so they know how to compare appearance, texture, flavour and presentation.
Close registration early enough to prepare the room. A deadline 5 to 7 days before the contest gives you time to print the participant list, prepare badges and assign table numbers.
Plan the tasting flow before setting out the cakes. Keep the judges’ table separate from the reception area, provide one plate and fork per tasting portion, and leave space for cake knives, serving trays and waste bins.
Check practical supplies the day before, especially cold storage, extension cords, coffee equipment and cleaning materials. Cakes, coffee and tea often arrive at different times, so assign one person to monitor the tasting room and one to manage refreshments.

Frequently asked questions

How far in advance should I organise a cake contest?: Start 4 to 6 weeks before the contest. Reserve the venue and approach jury members first, then open registration for roughly 2 to 3 weeks and leave 5 to 7 days after closing for final preparation.
How many judges do I need for a cake contest?: Use at least 3 judges for a small contest so one person’s preference does not decide the result. For larger entries, add judges in pairs and give everyone the same written criteria and jury forms.
When should cake contest registration close?: Close registration 5 to 7 days before the event. That gives you enough time to confirm participants, collect dietary requirements, print the participant list and prepare labels, badges and race number cards.
How do I organise cake tasting for the judges?: Set up a separate judges’ table and prepare one labelled tasting portion per entry. Allow about 5 minutes per cake for judging, then schedule the reception after the scores are checked and the results are ready.

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