How to organise a pitch competition from start to finish

A pitch competition runs smoothly when the format, judging process and presentation logistics are fixed before you invite participants. Start by booking the venue, choosing the pitch structure and confirming the jury. Then open registration, publish clear rules and set firm deadlines for pitch files and dietary requirements. In the final week, check every presentation, test the projector and microphones, prepare the running order, and brief the judges. This approach prevents late technical changes and keeps the event on time.

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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
Set competition format
2 people
3
Approach jury members
4
Confirm judges
5
Create a registration form
6
Publish competition rules
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Request pitch files
11
Check pitch files
2 people
12
Create the participant list
13
Draw the starting order
2 people
14
Print the run sheet
15
Print Jury Forms
16
Prepare name badges
2 people
17
Order catering
18
Do the shopping
2 people
19
Test the equipment
2 people
20
Back up presentations
21
Prepare jury briefing

Event

22
Clear space
3 people
23
Set up tables
3 people
24
Set up chairs
3 people
25
Set up judges' table
2 people
26
Set up the presentation area
2 people
27
Hang up signage
2 people
28
Hang decorations
2 people
29
Set up catering
3 people
30
Chill drinks
2 people
31
Receive the jury
32
Register participants
2 people
33
Brief participants
34
Welcome guests
3 people
35
Handle the opening
36
Monitor pitch times
37
Present presentations
38
Manage microphone
39
Hand out judging forms
40
Serve snacks
3 people
41
Refill drinks
2 people
42
Restock break buffet
2 people
43
Moderate audience questions
44
Facilitate jury deliberation
45
Handle prize ceremony
2 people
46
Serve the networking drinks reception
3 people
47
Wave goodbye to visitors
2 people

Aftercare

48
Switch off equipment
2 people
49
Collect tableware
3 people
50
Collect waste
3 people
51
Wash dishes
2 people
52
Clear tables and chairs
4 people
53
Clean the room
3 people
54
Remove decorations
2 people
55
Hand over the venue
2 people
56
Return borrowed items
2 people
57
Publish results
58
Thank participants
59
Deliver jury thank-you gifts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Judges' table
Presentation table
Stoolsqty 6
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Stopwatchqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 10
Serving tongsqty 6
Coffee potsqty 4
Water jugsqty 6

Decorations

Name badgesqty 80
Pensqty 30
Flipchart padsqty 2
Wayfinding signsqty 6
Tableclothsqty 8
Balloonsqty 40
Prize trophiesqty 3

Kitchen

Coolersqty 4
Ice cube traysqty 3
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Cleaning glovesqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 2

Catering

Groceries

Tips

Set the competition format before creating the registration form. State the pitch length, question time, judging criteria, file format and submission deadline so participants know exactly what to prepare.
Confirm the jury before publishing invitations, and send judges their briefing at least 3 days before the event. Include the scoring method, timetable and how questions should be handled.
Close registrations early enough to check every entry and dietary requirement. Allow at least 5 working days between the registration deadline and the competition so you can create the participant list and starting order.
Request presentation files before event day and test each one on the actual laptop, projector and adapters. Keep a backup copy in one folder and bring the correct HDMI cables and power strips.
Build timing into the room setup: place the judges' table where forms are easy to complete, keep a stopwatch visible to the timekeeper, and print the run sheet and jury forms before guests arrive.

Frequently asked questions

How long does it take to organise a pitch competition?: Allow 6 to 8 weeks for a small or medium-sized competition. You need time to book the venue, confirm judges, recruit participants, process registrations and test all presentation files before the event.
When should pitch competition registration close?: Close registration at least 5 working days before the competition. That gives you time to check entries, collect dietary requirements, prepare name badges and draw the starting order.
How far in advance should I confirm the judges?: Approach potential judges 6 to 8 weeks before the event and aim to confirm them at least 3 weeks in advance. Send the final judging criteria and briefing no later than 3 days before the competition.
When should participants submit their pitch files?: Set the pitch-file deadline 3 to 5 working days before the event. Test every file on the event laptop and presentation equipment, then keep a backup in case a participant arrives with a changed version.

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.