How to organise a pitch competition from start to finish

A pitch competition needs more than a stage and a timer. Start by fixing the date and venue, then build the format around the number of participants, judges and available presentation time. Set the judging criteria before opening registration, so every applicant knows what will be assessed. In the final weeks, focus on participant communication, presentation checks, technical testing and a precise run sheet. The details you confirm early prevent delays on competition day.

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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
Confirm date and location
2 people
2
Invite the judges
3
Create the program
2 people
4
Set pitch criteria
3 people
5
Create a registration form
6
Publish competition rules
7
Send invitations
2 people
8
Post promotion online
9
Process registrations
2 people
10
Confirm participants
11
Collect dietary requirements
12
Prepare jury briefing
13
Send participant letter
14
Order catering
15
Arrange prizes and certificates
2 people
16
Collect presentations
17
Check presentations
2 people
18
Draw presentation order
2 people
19
Gather technical requirements
20
Print promotional materials
21
Prepare name badges
2 people
22
Print Jury Forms
23
Print the run sheet
24
Carry out a site visit
2 people
25
Confirm catering quantities
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people

Event

29
Open venue
2 people
30
Set up tables and chairs
4 people
31
Set up registration desk
2 people
32
Set up the presentation area
3 people
33
Connect the projector and screen
2 people
34
Test microphones
2 people
35
Set up presentations
2 people
36
Set up judges' table
2 people
37
Set up the catering buffet
3 people
38
Lay out name badges
2 people
39
Receive the jury
40
Receive participants
3 people
41
Register visitors
3 people
42
Brief participants briefly
2 people
43
Handle the opening
44
Facilitate pitch rounds
3 people
45
Monitor the time per pitch
46
Collect jury forms
47
Serve break drinks
3 people
48
Refill drinks
2 people
49
Facilitate jury deliberation
2 people
50
Announce finalists
51
Guide the final pitches
3 people
52
Open the dinner buffet
2 people
53
Host the networking drinks reception
3 people
54
Handle prize ceremony
2 people
55
Photograph the winner
56
See off guests and manage departure
2 people

Aftercare

57
Turn off presentation equipment
2 people
58
Clean up catering
3 people
59
Collect waste
3 people
60
Wash dishes
3 people
61
Put furniture back
4 people
62
Clean the venue
3 people
63
Check materials
2 people
64
Return borrowed materials
2 people
65
Thank participants
66
Thank the judges
67
Share photos and results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Judges' table
Registration desk
Stoolsqty 6
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4
Wi-Fi router

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Dessert platesqty 90
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Thermos flasksqty 6
Bar stoolsqty 4

Decorations

Name badge holdersqty 100
Tableclothsqty 12
Directional signsqty 8
Program postersqty 10
Disposable certificate foldersqty 12
Trophiesqty 3
Runner

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the pitch format before inviting people: define the speaking time, question period, judging criteria and any limits on presentation materials. Use the same rules for every participant and publish them with the registration form.
Invite judges early and send a briefing before the event. Give them the scoring criteria, judging forms, timetable and instructions for handling questions so the panel is aligned before the first pitch.
Close registration with enough time to confirm the final list and collect dietary requirements. Send confirmed participants a letter with arrival time, presentation deadline, venue instructions and the presentation order process.
Collect presentations before the event and check every file on the actual laptop, projector and screen. Test HDMI cables, the clicker, microphones, speakers, mixer, extension cords and power strips during a site visit rather than waiting for setup.
Build the event around a minute-by-minute run sheet. Reserve time for registration, speaker changes, judging, breaks and prize certificates, and prepare name badges, jury forms and a separate registration desk before guests arrive.

Frequently asked questions

How long does it take to organise a pitch competition?: Allow at least 6 to 8 weeks for a small competition. That gives you time to confirm the venue and judges, publish the rules, process registrations, collect presentations and arrange catering and prizes.
How much time should each pitch include?: A practical format is 5 to 10 minutes for the pitch followed by 3 to 5 minutes of questions. Add 2 to 3 minutes between participants for file changes, introductions and scoring.
When should participants submit their presentations?: Set the submission deadline 3 to 5 working days before the competition. Check every presentation on the event laptop and keep copies on a USB stick as well as the laptop.
How do you prepare judges for a pitch competition?: Send the jury briefing and scoring criteria at least 5 working days in advance. On the day, allow 15 to 20 minutes before registration or the first pitch to review the process and answer questions.

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.