How to organise a photo contest from first idea to judging

Start by deciding what participants must photograph, how entries will be judged and when the contest begins and ends. Then confirm the venue, route and photo spots before opening registration, because these details determine your capacity and safety plan. Give participants the rules, assignments and practical information early, and prepare judging forms before the event day. On the day itself, registration, equipment checks, route marking and the presentation setup should happen in that order.

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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
Set competition rules
2 people
2
Define the theme and categories
2 people
3
Invite the judges
4
Confirm venue and times
5
Send invitations
2 people
6
Open registrations
7
Map out the route and photo spots
3 people
8
Prepare safety instructions
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign teams and supervisors
2 people
12
Print jury criteria
13
Send participant information
14
Arrange prizes and certificates
2 people
15
Check photo materials
2 people
16
Do the shopping
2 people
17
Print photo assignments
2 people
18
Lay out participant lists
19
Prepare catering
3 people

Event

20
Open venue
2 people
21
Set up tables and chairs
4 people
22
Set up registration desk
2 people
23
Mark photo spots
3 people
24
Connect the technical equipment
2 people
25
Set out food and drinks
3 people
26
Give the jury briefing
2 people
27
Receive participants
3 people
28
Register participants
2 people
29
Explain the competition
2 people
30
Guide the photo tour
6 people
31
Monitor the interim score and time
2 people
32
Refill drinks
2 people
33
Serve snacks
2 people
34
Collect photos
3 people
35
Store photos securely
2 people
36
Serve the hot meal
4 people
37
Present photos
3 people
38
Have the jury judge the photos
4 people
39
Announce the winners
2 people
40
Award prizes and certificates
3 people
41
See participants off
2 people

Aftercare

42
Switch off equipment
2 people
43
Wash dishes
3 people
44
Collect waste
2 people
45
Clear tables and chairs
4 people
46
Clean the venue
4 people
47
Pack photo materials
2 people
48
Return borrowed items
2 people
49
Archive photos and results
2 people
50
Publish winners' photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Party tentsqty 2
Coat racksqty 2

Tableware

Reusable cupsqty 70
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 40
Serving plattersqty 8
Pitcherqty 4

Equipment

Laptopsqty 3
Projector
Projection screen
Camerasqty 6
Memory card readersqty 3
USB sticksqty 6
Extension cordsqty 6
Power stripsqty 4
Mobile phone chargersqty 6

Lighting

Work lightsqty 4
String lightsqty 4

Competition equipment

Clipboardsqty 12
Pensqty 60
Markersqty 20
Name stickersqty 70
Jury formsqty 100
Photo assignmentsqty 60
Route mapsqty 20
Conesqty 20
Lamination sleevesqty 30

Decorations

Competition postersqty 10
Tableclothsqty 8
Prize displaysqty 3

Catering

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Water kettlesqty 2
Insulated cratesqty 4
Groceries

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 6
Washing-up basinsqty 3

Prizes

Trophiesqty 3
Medal ribbonsqty 12
Certificatesqty 60

Tips

Set the theme, categories and scoring rules before inviting judges or participants. Print the jury criteria and use the same criteria for every entry.
Map the route and photo spots before registration opens. Mark each spot clearly and include route maps, safety instructions and a realistic return time in the participant information.
Close registration early enough to assign teams and supervisors. A final participant list, name stickers and dietary requirements should be ready before setup starts.
Check cameras, memory card readers, USB sticks, chargers and extension cords at least one day before the contest. Test the laptops, projector and screen together rather than assuming they will connect on the day.
Allow a separate setup window before participants arrive. Put out clipboards, pens, assignments and jury forms first, then arrange registration, seating, food and drinks so late preparation does not delay the start.

Frequently asked questions

How far in advance should I organise a photo contest?: Start planning at least 4 to 6 weeks ahead. Open registration only after the rules, venue, route, judges and safety instructions are confirmed.
How many photo spots should a photo contest have?: Plan around 4 to 8 photo spots for a contest lasting 2 to 4 hours. Leave enough time between spots for travel, photography and returning equipment.
When should participants receive the photo contest information?: Send the rules, route map, assignments, start and finish times and safety instructions at least 7 days before the event. Send any final changes no later than 24 hours beforehand.
How much setup time does a photo contest need?: Reserve 2 to 3 hours for venue setup and technical checks. Registration, tables, chairs, marked photo spots, catering and the presentation equipment all need to be ready before participants arrive.

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.