How to organise a drawing contest from start to finish

A drawing contest runs smoothly when you settle the rules and judging process before you invite anyone. Set the age groups, theme, time limit, judging criteria and entry deadline first, then open registration and confirm each participant. On the day, allow at least 60 minutes for setup, with separate areas for registration, drawing, judging and drying artwork. Prepare one complete drawing kit per participant, plus spare paper and tools, so missing materials do not interrupt the competition.

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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 the competition rules
2 people
2
Assign judges
3
Reserve venue
4
Send invitations
2 people
5
Open registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm participants
9
Make race numbers
2 people
10
Arrange prizes and certificates
2 people
11
Check materials
2 people
12
Do the shopping
2 people
13
Put together drawing kits
3 people
14
Prepare awards ceremony
2 people

Event

15
Open venue
2 people
16
Set up tables and chairs
4 people
17
Set up competition tables
3 people
18
Set up the registration table
2 people
19
Hang decorations
2 people
20
Chill drinks
2 people
21
Set out coffee and tea
2 people
22
Receive participants
3 people
23
Explain the competition rules
24
Hand out drawing materials
3 people
25
Supervise the competition
4 people
26
Refill drinks
2 people
27
Serve snacks
2 people
28
Collect submissions
3 people
29
Number the pieces
2 people
30
Display projects
3 people
31
Provide jury briefing
32
Guide the jury evaluation
3 people
33
Collect audience votes
2 people
34
Process results
2 people
35
Handle prize ceremony
3 people
36
Hand out the projects
2 people
37
See participants off
2 people

Aftercare

38
Clear tables and chairs
4 people
39
Collect waste
3 people
40
Wash dishes
2 people
41
Clean the venue
3 people
42
Count and store materials
2 people
43
Return borrowed items
2 people
44
Inform winners

What to bring

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

Furniture

Tablesqty 12
Chairsqty 60
Registration desk
Judges' table
Waste binsqty 4
Clothes racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee maker
Extension cordsqty 3
Power stripsqty 3
Speaker

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Thermos flasksqty 4

Sports equipment

Drawing paperqty 80
Sketchbooksqty 60
Pencil setsqty 60
Colored pencil setsqty 60
Marker pen setsqty 30
Wasco chalk setsqty 30
Erasersqty 70
Pencil sharpenersqty 30
Rulersqty 30
Clipboardsqty 60
Apronsqty 30
Drying racksqty 6
Notice boardsqty 8
Clothespinsqty 100
Coloring pagesqty 30
Ballot slipsqty 100
Race numbersqty 80
Serving traysqty 4

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 12
Trophiesqty 3
Medal ribbonsqty 3
Photo framesqty 3

Lighting

LED string lightsqty 4
Standing lampsqty 2

Cleaning

Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Washing-up basinsqty 2
Towelsqty 6

Catering

Groceries

Tips

Write the rules before opening registration. State the theme, drawing time, paper or sketchbook format, permitted materials, judging criteria and how ties will be decided.
Assign at least two judges and give them the scoring sheet before the event. Keep the judges’ table separate from the competition tables so entries can be assessed without interruptions.
Prepare one labelled drawing kit for every confirmed participant, then add supplies for at least 10% extra people. Include paper, pencils, erasers, sharpeners and the colouring materials used in the rules.
Plan the room in zones: place registration near the entrance, leave clear aisles between tables, and reserve a dry, visible area for artwork before judging. Check extension cords and power strips before opening the venue.
Set a firm timetable and announce it at the start. Allow 10 minutes for registration and materials, use a visible countdown for the drawing period, and leave at least 20 minutes for judging and certificates.

Frequently asked questions

How far in advance should I organise a drawing contest?: Start planning at least 4 weeks ahead. Reserve the venue and define the rules first, open registration around 3 weeks before the contest, and confirm participants 3 to 5 days before the event.
How many drawing materials do I need per participant?: Prepare one complete kit per confirmed participant, plus supplies for 10% extra people. For 30 participants, prepare 33 kits and keep additional paper, erasers and sharpeners available.
How long should a drawing contest last?: Allow 60 to 90 minutes for the drawing itself, depending on the age group and format. Add 30 minutes for registration and instructions, then plan 20 to 30 minutes for judging and the awards ceremony.
How do I set up a room for a drawing contest?: Set up the registration desk at the entrance, competition tables in rows with clear aisles, and a separate judges’ table. Allow at least 60 minutes before doors open to arrange tables, chairs, materials, drinks and artwork drying space.

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