How to organise a poetry competition from start to finish

A poetry competition needs more than a list of performers. You need clear rules, a fair judging process, reliable timing and a room that works for both the audience and the jury. Start by fixing the format and booking the venue, host and judges before opening registrations. Then confirm the participant list, prepare the running order and score sheets, and leave enough time on the day to test every microphone and arrange the competition table.

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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
Draw up competition rules
2 people
3
Approach jury members
4
Book host
5
Create a registration form
6
Send invitations
2 people
7
Post promotion online
8
Process registrations
9
Collect dietary requirements
10
Prepare jury briefing
11
Confirm participant list
12
Finalize the program
2 people
13
Arrange prizes and certificates
14
Print score sheets
15
Prepare name badges
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Open venue
2 people
20
Check the venue
2 people
21
Set up tables
4 people
22
Set up chairs
4 people
23
Set up competition table
2 people
24
Connect sound equipment
2 people
25
Test microphones
2 people
26
Prepare score sheets
2 people
27
Hang up decorations
2 people
28
Set up catering
3 people

Event

29
Receive the jury
30
Register participants
3 people
31
Welcome visitors
3 people
32
Explain the program
33
Guide competition rounds
3 people
34
Monitor time per presentation
35
Collect score sheets
2 people
36
Serve break drinks
3 people
37
Refill drinks
2 people
38
Serve snacks
3 people
39
Check the jury result
3 people
40
Announce finalists
41
Lead the final
3 people
42
Honor the winners
2 people
43
Wave goodbye to visitors
2 people

Aftercare

44
Switch off equipment
2 people
45
Wash dishes
3 people
46
Collect waste
2 people
47
Put furniture back
4 people
48
Clean the venue
3 people
49
Remove decorations
2 people
50
Return borrowed items
2 people
51
Publish the results
52
Thank participants

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Stoolsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Timerqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4

Tableware

Reusable glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2

Decorations

Tableclothsqty 10
Stage backdrop
Welcome sign
Wayfinding signsqty 6

Competition equipment

Clipboardsqty 12
Score sheetsqty 120
Participant numbersqty 30
Name badgesqty 120
Certificatesqty 30

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the rules before promoting the event. State the maximum poem length, judging criteria, number of rounds and registration deadline so participants know exactly what to prepare.
Book the jury and host early, ideally at least four weeks before the competition. Give the jury a written briefing and agree how scores will be collected and checked between rounds.
Close registrations before finalising the programme. Allow at least two days to process entries, confirm the participant list, collect dietary requirements and create name badges and participant numbers.
Build a timed running order with a small buffer after every five to six performances. Keep a timer, printed score sheets and clipboards at the competition table so the host does not have to search for them.
Open the venue at least 90 minutes before the audience arrives. Set out chairs and signs, connect the speakers and mixer, then test each wireless microphone at performance volume rather than only checking that it powers on.

Frequently asked questions

How long does it take to organise a poetry competition?: Allow four to six weeks for a small competition. Use the first two weeks for the venue, rules, jury and host, then leave at least seven days for registrations, the final programme and printing materials.
How many judges do you need for a poetry competition?: Three judges is a practical minimum for a fair result, while five can help for a larger field. Brief them before the event and use one consistent scoring scale for every participant.
How long should each poetry performance be?: Set a limit of three to five minutes per performer, depending on the number of entries. Add around 30 seconds between performances for applause, scoring and the next participant to get ready.
How early should you arrive to set up a poetry competition?: Arrive at least 90 minutes before doors open. Sound checks, seating, score sheets, name badges, refreshments and wayfinding signs usually take longer than expected, especially when microphones or extension cords need adjusting.

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