How to organise a reading contest from start to finish

Start by deciding exactly how the reading contest will work: age or ability categories, time limits, scoring criteria and tie-break rules. Secure the venue and jury before inviting participants, then collect registrations, permissions and dietary requirements in one place. In the final week, draw the reading order, prepare jury forms and certificates, and print the programme. On the day, allow time for registration, microphone checks and arranging the judges’ table before the first reader begins.

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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 the competition rules
2 people
2
Approach jury members
2 people
3
Reserve the venue and rooms
4
Define participant categories
2 people
5
Draft invitations
2 people
6
Send invitations
7
Process registrations
2 people
8
Collect permissions
2 people
9
Collect dietary requirements
10
Check participant list
2 people
11
Draw the reading order
2 people
12
Prepare jury forms
2 people
13
Fill out certificates
2 people
14
Print the program
15
Prepare name badges
2 people
16
Check participant registrations
2 people
17
Set up book table
2 people
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Charge equipment
21
Check room layout
2 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Set up judges' table
2 people
25
Mark stage area
2 people
26
Hang up decorations
3 people
27
Set up the presentation table
2 people
28
Set up the registration table
2 people
29
Test sound system
2 people
30
Set up the microphone stand
31
Check the lighting and power
2 people
32
Prepare coffee and tea
2 people
33
Set out snacks
3 people
34
Distribute the jury briefing

Event

35
Receive participants
3 people
36
Register attendance
2 people
37
Escort audience to the hall
2 people
38
Open the match
39
Announce participants
40
Monitor time per presentation
41
Collect judging forms
42
Refill drinks
2 people
43
Serve snacks
3 people
44
Announce break
45
Calculate jury results
3 people
46
Handle prize ceremony
2 people
47
Take group photo
2 people
48
Host the informal drinks reception
3 people
49
Collect lost and found items
50
See the audience out
2 people

Aftercare

51
Collect tableware
3 people
52
Clear away food and drinks
2 people
53
Sort waste
2 people
54
Clean the room
4 people
55
Clear tables and chairs
3 people
56
Switch off the equipment
2 people
57
Remove decorations
2 people
58
Wash dishes
3 people
59
Inventory materials
2 people
60
Return borrowed items
2 people
61
Email the results to participants
62
Share photos with permission
63
Send out certificates again

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Judges' table
Registration desk
Coat rackqty 2
Stoolsqty 4

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2

Lighting

LED panelsqty 4
Mood lightingqty 3

Tableware

Coffee cupsqty 80
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Teaspoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Serving trays with lidsqty 6
Pitcherqty 4
Teapotsqty 3
Potholdersqty 6

Decorations

Book letters
Paper garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Directional signsqty 8
Book standsqty 6
Photo backdrop
Winner ribbonsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Paper and registration

Programsqty 120
Jury formsqty 40
Participant listsqty 5
Name badgesqty 120
Pensqty 40
Clipboardsqty 8
Notepadsqty 12
Envelopesqty 40
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Staplesqty 6
Paper cutter
Printer paperqty 2
A4 foldersqty 10
Number stickersqty 200
Certificatesqty 40
Bookendsqty 40
Directional signsqty 12
Pictogram cardsqty 10

Prizes

Book vouchersqty 6
Books for winnersqty 6
Trophiesqty 3
Medalsqty 24
Gift bagsqty 24
Ribbonsqty 24
Wrapping paperqty 2
Gift ribbonqty 2

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 8
Non-slip matsqty 6
Emergency exit signsqty 6
First aid kit
Fire blanket

Cloakroom

Clothes hangersqty 100
Cloakroom numbersqty 120
Elastic bandsqty 2
Storage cratesqty 8

Tips

Set the rules before sending invitations. State the reading time limit, eligible categories, scoring method and tie-break procedure so participants and judges receive the same information.
Confirm the jury and room booking at least 4 weeks before the contest. Check that the room has space for a stage area, judges’ table, registration desk, audience seating and a book table.
Close registrations several days before the event, then check every participant’s category, permission status and dietary requirements. Keep a final list at the registration desk and use it when drawing the reading order.
Prepare the running order and paperwork no later than 2 days before the contest. Print spare jury forms, certificates and name badges; last-minute changes are much easier before guests arrive.
Test the microphones, speakers, mixer, laptop and HDMI connection at least 60 minutes before the start. Charge wireless equipment, place extension cords safely and keep a backup microphone or clear speaking position available.

Frequently asked questions

How far in advance should I organise a reading contest?: Allow 6 to 8 weeks for a small contest. This gives you time to book the venue, confirm jury members, send invitations, process registrations and collect permissions before the final preparation week.
How long should a reading contest last?: Plan roughly 5 to 7 minutes per participant, including introduction, reading and judging notes. For 20 participants, reserve about 2.5 hours, then add 30 minutes for registration and a short break.
When should I draw the reading order?: Draw the order 1 to 2 days before the contest, after registrations have been checked. Print the final order in the programme and keep one copy at registration and one at the judges’ table.
What equipment should I test before a reading contest?: Test every microphone, stand, speaker, mixer, laptop, HDMI cable and power connection at least 60 minutes before the start. Check the microphone from the stage area and confirm that the judges can hear without turning toward the speakers.

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.