How to organise a fashion contest from start to finish

A fashion contest runs smoothly when the format, judging criteria and backstage flow are decided before invitations go out. Start by choosing the competition concept and categories, then secure the venue, host, jury and photographer. Give contestants clear rules, a registration deadline and clothing requirements so you can build the running order early. On the event day, keep registration, changing areas, music, judging and the runway moving according to one printed 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
Reserve venue
2
Define the competition concept
2 people
3
Determine race categories
2 people
4
Approach jury members
5
Book host
6
Book photographer
7
Create registration form
8
Draw up the competition rules
2 people
9
Set prizes and criteria
2 people
10
Send invitations
2 people
11
Post promotion online
12
Process registrations
2 people
13
Collect dietary requirements
14
Confirm participants
2 people
15
Request sizes and clothing info
2 people
16
Print the run sheet
17
Make jury forms
18
Set the running order
2 people
19
Collect music per participant
20
Check music files
21
Order prizes
22
Order catering
23
Make the cloakroom layout
24
Schedule volunteers
25
Schedule technical test
26
Remind participants
27
Do the shopping
3 people
28
Check clothing racks
2 people
29
Cut printed materials
2 people
30
Open venue
2 people
31
Check the rooms
2 people
32
Build the catwalk
5 people
33
Set up audience seating
4 people
34
Set up jury table
2 people
35
Set up backstage
4 people
36
Label clothing racks
3 people
37
Set up registration desk
2 people
38
Hang up decorations
3 people
39
Connect lighting and sound
3 people
40
Test music and microphone
2 people
41
Set up catering
3 people
42
Display prizes
2 people

Event

43
Receive participants
4 people
44
Register participants
3 people
45
Collect clothing
3 people
46
Give backstage briefing
2 people
47
Welcome the audience
4 people
48
Open the program
2 people
49
Guide participants backstage
4 people
50
Present the competition categories
2 people
51
Play music for each round
52
Hand out judging forms
53
Collect jury scores
2 people
54
Serve drinks
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Clear tables and the public area
2 people
58
Announce finalists
2 people
59
Present the finale
3 people
60
Announce the winners
2 people
61
Present prizes
3 people
62
Take group photo
2 people
63
See off the participants and audience
3 people
64
Return clothing
3 people

Aftercare

65
Switch off equipment
2 people
66
Dismantle the catwalk
5 people
67
Clear away chairs and tables
4 people
68
Remove decorations
3 people
69
Wash dishes
3 people
70
Collect waste
3 people
71
Clean backstage
3 people
72
Clean the audience area
3 people
73
Check coat check
2 people
74
Collect lost and found items
75
Lock up the venue
2 people
76
Return rental items
2 people
77
Store photos securely
78
Send out the results
79
Publish prize winners
80
Send thank-you messages
2 people

What to bring

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

Furniture

Runway Panelsqty 12
Audience chairsqty 120
Jury tablesqty 2
Registration desk
Catering tablesqty 4
Bar stoolsqty 6
Clothes racksqty 12
Folding tables backstageqty 6
Mirrorsqty 8
Changing room screensqty 6
Waste binsqty 8

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 120
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Laptop
Laptop stand
Extension cordsqty 8
Power stripsqty 6
USB sticksqty 3
Camera
Tripodqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
Atmosphere lightsqty 10

Decorations

Backdrop clothqty 2
Photo backdrop
Fabric runnersqty 6
Flower arrangementsqty 8
Balloon archesqty 2
Directional signsqty 10
Name badgesqty 150
Table numbersqty 12
Red carpet

Clothing and presentation

Clothing coversqty 80
Clothes hangersqty 120
Clothing labelsqty 120
Pinsqty 200
Safety pinsqty 300
Sewing kitsqty 4
Lint rollersqty 8
Clothes brushesqty 4
Ironsqty 2
Ironing boardsqty 2
Clothes steamersqty 2
Makeup mirrorsqty 4

Office

Jury formsqty 100
Program leafletsqty 150
Wristbandsqty 150
Pensqty 50
Permanent markersqty 12
Clipboardsqty 12
Rolls of tapeqty 10
Painter's tapeqty 8
Scissor setsqty 4
Envelopesqty 50
Prize certificatesqty 10

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Coolersqty 6
Serving traysqty 8
Glass carafesqty 6
Chafing dishesqty 4
Pliersqty 8
Ice packsqty 20
Groceries

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Toilet brushesqty 4

Tips

Set the competition format before opening registration. Define the categories, judging criteria, prize structure and rules in one document so every contestant receives the same information.
Close registrations early enough to build the running order and check clothing details. Request each participant’s size, outfit information and music file before the final confirmation.
Plan the backstage layout around the number of contestants. Place clothes racks, mirrors, changing-room screens and folding tables where participants can change and prepare without blocking the runway.
Test every technical element before doors open. Allow at least 60 minutes to check the mixer, speakers, wireless microphones, laptop, music files, extension cords and power strips.
Give the jury usable forms rather than relying on memory. Print one form per judge and include the agreed criteria, contestant numbers and space for notes before the first walk begins.

Frequently asked questions

How far in advance should I organise a fashion contest?: Start planning at least 8 to 12 weeks before the event. Secure the venue, host, jury and photographer first, then open registration once the concept, categories and rules are final.
When should fashion contest registration close?: Close registration at least 10 to 14 days before the contest. This gives you time to confirm participants, collect sizes and clothing information, check music files and print the running order.
How many judges do I need for a fashion contest?: Use at least 3 judges for a small contest so one opinion does not determine the result. Give every judge the same criteria and forms, and allow 10 to 15 minutes after the final walk to total the scores.
How long should a fashion contest technical test take?: Reserve at least 60 minutes for the technical test on the event day. Check each participant’s music, microphone levels, speaker placement, laptop connection and runway lighting before guests and contestants arrive.

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