How to organise a design contest from start to finish

A design contest needs more than a creative brief and a room full of tables. Start by defining the concept, rules and judging criteria, then secure the venue, jury and catering before opening registration. Once entries are confirmed, give participants clear instructions, assign competition numbers and prepare matching kits and workstations. On the day, keep registration, judging and presentations separate so the event can run to schedule.

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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
Define the competition concept
2 people
2
Write out the competition rules
2 people
3
Set the judging criteria
3 people
4
Approach jury members
5
Confirm judges
6
Reserve venue
7
Book catering
8
Send invitations
2 people
9
Publish registration form
10
Process registrations
11
Collect dietary requirements
12
Confirm participants
13
Assign competition numbers
2 people
14
Send participant information
15
Prepare jury forms
2 people
16
Print the program and signage
2 people
17
Do the shopping
2 people
18
Check materials
2 people
19
Assemble competition kits
3 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Set up tables and chairs
4 people
23
Set up workstations
4 people
24
Set up judges' table
2 people
25
Set up registration desk
2 people
26
Hang up decorations
2 people
27
Test the equipment
2 people

Event

28
Receive participants
3 people
29
Register participants
2 people
30
Explain the competition rules
31
Distribute materials
3 people
32
Supervise the competition
4 people
33
Refill drinks
2 people
34
Serve snacks
3 people
35
Collect entries
2 people
36
Guide the jury evaluation
2 people
37
Guide the audience vote
2 people
38
Present prizes
2 people
39
Photograph the projects
2 people
40
Wave goodbye to visitors
2 people

Aftercare

41
Collect materials
4 people
42
Sort waste
2 people
43
Wash dishes
3 people
44
Clean the venue
4 people
45
Put furniture back
4 people
46
Switch off equipment
2 people
47
Inventory materials
2 people
48
Return borrowed items
2 people
49
Send participants' photos
50
Inform the winners

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Bar stoolsqty 6
Coat rackqty 2
Waste binsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 8
Chargersqty 6
Camera

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Cutting boardsqty 3
Knivesqty 6

Tableware

Platesqty 80
Bowlsqty 30
Glassesqty 100
Cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12

Decorations

Tableclothsqty 12
Buntingqty 8
Name card holdersqty 30
Photo backdrop
Prize tablesqty 2

Lighting

String lightsqty 6
Standing lampsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Sports equipment

Barrier tapeqty 2

Catering

Groceries

Tips

Write the rules before inviting anyone. State the design brief, submission format, time limit, allowed materials and what happens if a participant arrives late; unclear rules are difficult to enforce once judging has started.
Approach more jury members than you need and confirm them before publishing the registration form. Send judges the criteria and a sample scoring form at least one week before the contest so they can flag conflicts of interest.
Close registration early enough to process entries and dietary requirements. For a contest with 30 participants, aim to send final participant information, competition numbers and arrival instructions at least 5 days in advance.
Prepare one identical competition kit for each participant, plus a small reserve. Check materials before event day, then label workstations and keep the judges’ table away from the registration desk to prevent accidental access to entries.
Build the schedule around setup time, not just contest time. Allow at least 90 minutes to arrange tables, chairs, workstations, signage, drinks and presentation equipment, and test the projector, microphone and speakers before participants arrive.

Frequently asked questions

How far in advance should I organise a design contest?: Start at least 6 to 8 weeks ahead. Use the first two weeks for the concept, rules, judging criteria and venue, then allow another 2 to 3 weeks for jury confirmation, invitations and registration.
How many judges do I need for a design contest?: Plan for at least 3 judges so one person’s preference does not decide the result. Confirm one reserve judge if the contest has more than 20 participants or judging will take several hours.
When should I close registration for a design contest?: Close registration 5 to 7 days before the event. That gives you time to check entries, collect dietary requirements, assign competition numbers and prepare participant information and competition kits.
How much setup time does a design contest need?: Allow 90 minutes for a small contest and 2 to 3 hours for a larger one. Set up the registration desk, workstations, judges’ table, signage and presentation equipment before opening the doors.

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.