How to organise a debate competition from start to finish
Start by fixing the competition format before inviting teams. Decide how many rounds, teams and debate rooms you can run, then build registrations, judging and logistics around that limit. The schedule, debate motions and jury forms need to be ready before participants arrive, while laptops, microphones, timers and presentation files should be tested together. Most problems happen when dietary information, certificates, prizes or room equipment are left until the final week.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set competition format
2 people
- 2
Invite participating teams
2 people
- 3
Send audience invitations
2 people
- 4
Open the registration form
- 5
Process registrations
2 people
- 6
Update participant list
- 7
Collect dietary requirements
- 8
Inform supervisors
2 people
- 9
Confirm judges
2 people
- 10
Draw up the match schedule
2 people
- 11
Formulate debate statements
3 people
- 12
Make jury forms
2 people
- 13
Send participant information
- 14
Reserve rooms
- 15
Order catering
2 people
- 16
Order prizes
- 17
Design certificates
- 18
Print certificates
- 19
Prepare name badges
2 people
- 20
Print the run sheet
- 21
Check presentations
2 people
- 22
Test laptop and files
2 people
- 23
Pick up groceries
2 people
- 24
Gather equipment
2 people
- 25
Pack prizes
2 people
Event
- 26
Open rooms
2 people
- 27
Set up tables and chairs
4 people
- 28
Set up the jury tables
2 people
- 29
Mark participant tables
2 people
- 30
Set up registration desk
2 people
- 31
Set up the cloakroom
2 people
- 32
Hang up signage
2 people
- 33
Hang up decorations
2 people
- 34
Connect sound equipment
2 people
- 35
Connect the projector and screen
2 people
- 36
Set up timer stations
2 people
- 37
Hand out jury sets
2 people
- 38
Prepare coffee and tea
3 people
- 39
Chill drinks
2 people
- 40
Set out snacks
3 people
- 41
Staff the registration desk
3 people
- 42
Receive participants
4 people
- 43
Hand out name badges
2 people
- 44
Brief the judges
2 people
- 45
Deliver the opening presentation
2 people
- 46
Guide teams to rooms
4 people
- 47
Guide the debate rounds
6 people
- 48
Keep track of speaking times
6 people
- 49
Collect judging forms
2 people
- 50
Refill drinks
2 people
- 51
Serve snacks
3 people
- 52
Tidy up the break rooms
2 people
- 53
Serve dinner
4 people
- 54
Check allergens
2 people
- 55
Announce finalists
2 people
- 56
Prepare the final hall
4 people
- 57
Lead the final
5 people
- 58
Process the jury results
3 people
- 59
Handle prize ceremony
3 people
- 60
Take group photo
2 people
- 61
See participants off
3 people
Aftercare
- 62
Collect waste
4 people
- 63
Wash dishes
3 people
- 64
Clean up catering
3 people
- 65
Switch off equipment
2 people
- 66
Remove decorations
2 people
- 67
Put tables and chairs back
4 people
- 68
Clean the rooms
4 people
- 69
Collect lost and found items
2 people
- 70
Lock up the venue
2 people
- 71
Publish results
- 72
Thank participants
- 73
Return materials
2 people
- 74
Collect invoices
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 14
- Chairsqty 90
- Jury tablesqty 6
- Registration desk
- Coat racksqty 2
- Waste binsqty 8
Equipment
- Laptopsqty 3
- Projector
- Projection screen
- Wireless microphonesqty 4
- Speakersqty 2
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- HDMI cablesqty 3
- USB sticksqty 4
- Stopwatchesqty 8
- Wall clocksqty 6
- Chargersqty 6
- Spare batteriesqty 24
Tableware
- Coffee cupsqty 90
- Glassesqty 90
- Dinner platesqty 90
- Dessert platesqty 90
- Cutlery setsqty 90
- Serving plattersqty 12
- Serving boardsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Serving spoonsqty 8
- Bread knivesqty 3
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Oven mittsqty 2
- Ice packsqty 16
Decorations
- Welcome sign
- Round signsqty 12
- Tableclothsqty 14
- Buntingqty 6
- Flower arrangementsqty 6
- Trophiesqty 3
- Medal holdersqty 3
Lighting
- Table lampsqty 6
- LED string lightsqty 4
Sports equipment
- Debate buzzersqty 6
- Speaker cardsqty 24
- Scoreboardsqty 6
- Team badgesqty 24
- Jury formsqty 120
- Clipboard foldersqty 12
- Prizesqty 6
- Certificate foldersqty 30
- Name badge holdersqty 100
- Wristbandsqty 100
Catering
- Groceries
Tips
- Set the format and capacity first: decide the number of teams, rounds, speakers per team and available rooms before opening the registration form. This prevents you from accepting more teams than your judges and timetable can handle.
- Close registrations early enough to process names, dietary requirements and participant details. Leave at least 7 days to update the participant list, inform supervisors and send practical information.
- Build the match schedule only after registrations are processed. Allow time between rounds for room changes, judging forms and score collection rather than scheduling debates back to back.
- Prepare the debate motions, jury forms and run sheet before the event week. Print spare copies and keep the final files on at least two USB sticks in case a laptop or presentation file fails.
- Test every room setup together at least once: laptop, projector, HDMI cable, microphones, speakers, power strips, stopwatches and chargers. Pack prizes, certificates and name badges by group so registration and the closing ceremony do not depend on last-minute sorting.
Frequently asked questions
- How far in advance should I organise a debate competition?
- Start at least 8 weeks before the competition if teams, judges and rooms are not already confirmed. Close registrations around 2 weeks before the event so you still have time to create the schedule, collect dietary requirements and send participant information.
- How many debate rooms do I need?
- You need one room for each debate taking place at the same time, plus a registration area and a separate space for judges or score collection if possible. For example, four simultaneous debates require at least four suitable rooms and enough jury tables and chairs in each room.
- When should I confirm judges for a debate competition?
- Confirm judges no later than 3 weeks before the event and send them the format, judging criteria and timetable at least 7 days beforehand. Keep a short reserve list in case someone cancels during the final week.
- What equipment is easy to forget for a debate competition?
- Extension cords, power strips, HDMI cables, chargers, spare batteries and USB backups are often missed. Prepare one equipment box per room and test it at least 24 hours before participants arrive, including the microphones, projector and stopwatch.
Start this plan in Lizzt
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